Mail server (SMTP)

What it is

The SMTP server settings that let the application send emails from your own domain (invoices, notifications, email templates).

Without SMTP set up and active, no email leaves the app.

Available on the PRO plan.

What it is for

• Connect your own mail server (or use the default CotizaPrint server) to send emails from the platform.
• Customise how the emails look: subject prefix and suffix, header, body, footer, design and brand colour.
• Compose and send emails by hand from the business flows (quote, order, invoice) with recipients, attachments and an HTML body.
• Test that the settings work before you start sending for real.

How to use it

The module has three screens (dialogs), all reachable from Settings on the PRO plan:

1. Email settings — set up the SMTP server. Permission mailServer_edit.
2. Email Template Settings — customise how the emails look. Permission mailTemplate_edit.
3. Send email — compose and send an email. It opens from a business flow (for example when you send a quote or an invoice to the customer).

Typical steps:

1. Open Email settings and switch on the Custom Server toggle if you want to use your own server.
2. Fill in SMTP Server, SMTP Port, SMTP Authentication, SMTP User and SMTP Password.
3. Click Test Email: a test email arrives in your account. If it arrives, everything is fine.
4. Click Save.
5. (Optional) Open Email Template Settings and adjust the subject prefix and suffix, the header, the body, the footer, the Style and the Colour.

SMTP settings

Visual customisation of the emails

This is set up from Email Template Settings.

This template is the frame around every email that leaves the company: the subject, the header, the

body and the footer that wrap each quote, work order, delivery note or invoice you send.

The editor has two modes, and you switch between them with the button in the footer: Simple mode (the

default one, where you choose a design and a colour without touching any code) and Advanced mode (where you edit the HTML by hand).

Buttons and actions — what each one does

Literal on-screen text. Both states of each toggle are documented.

"Email settings" dialog

"Email Template Settings" dialog

"Send email" dialog

Key concepts

• Custom Server: using your own SMTP server instead of the default CotizaPrint one. It needs the connection details (address, port, user, password) and, where applicable, a certificate.
• SMTP: the standard protocol for sending emails. CotizaPrint uses an SMTP server (yours or the default one) to send invoices, notifications and everything else.
• TLS: an encryption protocol for the SMTP connection. It is typically used on port 587.
• SSL: an encryption protocol for the SMTP connection. It is typically used on port 465. Older than TLS but still common.
• Certificate Server: the server that validates the identity of the connection with a digital certificate. If you leave it empty, the same one as the SMTP Server is assumed.
• Title prefix / suffix: fixed pieces of text that are added automatically at the start or at the end of the subject of every email. E.g.: the prefix [CotizaPrint] makes Quote 2026 appear as [CotizaPrint] Quote 2026.
• Simple mode / Advanced mode: the two ways of editing the template. In Simple mode you choose a design (Style), a Colour and a Spacing without touching any code; in Advanced mode you write the Template HTML by hand. You switch between them with the button in the footer of the editor.
• Email body: the main content of the message. It supports HTML (bold, colours, tables, images).
• Preview text (preheader): a short preview line that appears next to the subject in the inbox of some email clients, before the message is opened. It works as a "hook" so the customer opens it.
• CC (Copy / Carbon Copy): an address that receives a visible copy of the email. The other recipients can see who is on CC.
• BCC (Blind Copy): an address that receives the email without appearing to the other recipients. In CotizaPrint it automatically includes the email address of the logged-in user.
• Contacts: the database of customer, supplier and user addresses in CotizaPrint. It lets you choose several email addresses at once without typing them.
• Contact autocomplete in the recipients: as you type in the recipient fields (from 2 characters onwards), contact suggestions appear that you can add with one click. In To only the contacts of the customer on the document are suggested; in CC and BCC it searches among all the contacts of the account that have an email address, matching on the email. The suggestions never include addresses that have already been added.
• Attachment: files (images, PDFs, documents) that are included with the email. Several per email, hosted in the cloud.
• Test Email: a validation email that CotizaPrint sends to your own account to check that the SMTP server settings work.

Features by plan / role

• PRO: unlocks the mail server settings (mailServer_edit), the template settings (mailTemplate_edit) and the sending of emails.
• TRY / STD: not available.
• Role permissions: mailServer_edit for the server dialog; mailTemplate_edit for the template dialog.

Frequently asked questions

Q: Which SMTP server should I use?

A: The one from your mail provider. Gmail: smtp.gmail.com port 465 SSL. Outlook 365: smtp.office365.com port 587 TLS. Your own server: ask your administrator. Fill it in the SMTP Server field with Custom Server switched on.

Q: I do not know my mail server or my port. How do I set it up easily?

A: Use the Mail provider selector at the top of the SMTP Server section: choose your provider (Gmail/Google Workspace, Outlook/Microsoft 365, Zoho, Yahoo, IONOS, OVH) and the app fills in the SMTP Server, the SMTP Port and the SMTP Authentication on its own. All that is left is to enter the SMTP User and the SMTP Password (remember to use an app password with Gmail/Outlook/Yahoo). If your provider is not on the list, choose Manual setup and fill in the fields with the details your provider gives you.

Q: What is the "Custom Server" toggle for?

A: On ON you use your own SMTP server (the SMTP Server, Port, User, Password and other fields appear, and you will see a padlock icon). On OFF you use the default CotizaPrint mail server, without entering any connection details.

Q: What is the "Test Email" button for?

A: It sends a test email to your own account (that of the logged-in user) to validate that the SMTP server is set up correctly. If it arrives, it works. It is disabled while the form is not valid.

Q: I clicked "Save" and it is disabled / greyed out.

A: The Save button is only enabled once you have changed something and the form is valid. Check that you have filled in the required fields (SMTP Server, SMTP Port, SMTP User, SMTP Password) if you have Custom Server switched on.

Q: What do I put in "Certificate Server"?

A: The address of the server that validates the connection by certificate. It is optional: if you leave it empty, CotizaPrint assumes it is the same as the SMTP Server. In most cases you can leave it blank.

Q: What is the difference between TLS and SSL in "SMTP Authentication"?

A: They are two encryption protocols. TLS usually goes on port 587 and SSL on port 465. Choose the one your mail provider states and enter the matching port in SMTP Port.

Q: Gmail will not let me sign in with my password.

A: Gmail requires an app password (not your account password). Generate it from the security settings of your Google account and use it in SMTP Password.

Q: I tested the email and it says error 535.

A: The user or the password is wrong. Check SMTP User and SMTP Password. If you use Gmail, make sure you are using an app password.

Q: How do I customise how the emails look (design and colour)?

A: Open Email Template Settings. In Simple mode, choose the shape in Style (Classic, Modern, Minimal, Side letterhead, Receipt ticket, Colour blocks or No design), the tone in Colour — or click Custom and use Choose your brand colour to set your own — and adjust the Spacing. Then click Save.

Q: Can I edit the HTML of the email by hand?

A: Yes. Click Advanced mode in the footer of the editor and Template HTML appears. The placeholders you can insert are above the field. To go back to the visual editor, click Simple mode.

Q: How do I get my company details to appear in the footer of the email?

A: Switch on + Company details (footer): it changes to ✓ Company details (footer) and Company details to display: appears so you can choose which ones show. Then click Save.

Q: What are the subject prefix and suffix for?

A: They are fixed pieces of text that are added to the subject of every email. Subject prefix goes in front and Subject suffix goes behind. In Resulting subject: you see how it looks once it is put together. E.g.: with the prefix [CotizaPrint], a subject of Quote 2026 goes out as [CotizaPrint] Quote 2026.

Q: How do I add several recipients to an email?

A: In the Send email dialog, type the address in To (or in CC / BCC) and press Enter or a comma: it stays there as a tag. Repeat to add more. To remove one, click the cross on its tag. CC and BCC are hidden until you click + CC / + BCC. The Contacts icon opens the CotizaPrint address book so you can choose several at once. If an address is mistyped, its tag appears in red.

Q: How do I write the subject or the body of the email with AI?

A: In the Send email dialog (the one that opens when you send the email to the customer) each text field has its own AI button: on Title (the subject), on Preview text (preheader) and on Body. Each one opens the AI Assistant to write just that field from the document and the customer. If you would rather the AI wrote the whole email in one go (subject + preview text + body), use the AI Assistant button in the footer of the dialog. Available from the Pro plan onwards.

Q: What is the "Preview text (preheader)" of the email?

A: It is the short preview line that some email clients show next to the subject in the inbox, before the message is opened. It has its own AI button for writing it. It is optional.

Q: What does "Reset template" do when I am sending an email?

A: It rebuilds the subject with the prefix and suffix you have set up and restores the original body of the email, undoing any changes made by hand or by the AI.

Q: How do I look up a contact while typing in CC or BCC?

A: Start typing (from 2 characters onwards) in CC or BCC: CotizaPrint searches among all the contacts of the account that have an email address, matching on the email, and shows suggestions you can add with one click. The suggestions exclude addresses you have already added. In the To field, the autocomplete only suggests the contacts of the customer on the document.

Q: Why do I not get the same contacts in "To" as in CC/BCC?

A: That is deliberate. To only suggests the contacts of the customer on the document (the usual recipient). CC and BCC search among all the contacts of the account that have an email address, in case you want to copy in somebody from another customer.

Q: What is the difference between CC and BCC?

A: CC is a visible copy: the other recipients can see who has been copied in. BCC is a blind copy: they receive the email without the rest seeing it. BCC automatically includes your own email address (that of the logged-in user).

Q: How do I attach a file (PDF, image)?

A: In the Send email dialog, upload the files in the Attachment section; you can add several, each in its own uploader. They are hosted in the cloud and go out with the email.

Q: The subject of the email (the "Title" field) fills in on its own. Why?

A: The Title is built automatically by joining the prefix + the subject + the suffix set up in the template. You can edit it if you need to.

Q: It will not let me click "Send".

A: The Send button is disabled while the form is not valid. Check that there is at least one valid recipient in To and that the subject and the body are complete.

Q: Where is this SMTP used?

A: In everything: automatic notifications, sending invoices and quotes to the customer, password recovery, ticket alerts, and so on. And in the emails you send by hand from the Send email dialog.

Q: When I send, it tells me "error" and "sent successfully" at the same time. I do not understand it.

A: The "error" comes up when the email goes out through the default CotizaPrint server because your own SMTP server is not set up correctly. If you get the notice with the prefix [ERROR EN LA CONFIGURACIÓN DEL SERVIDOR DE CORREO], the email was sent through the fallback server, not through yours. Set up your Custom Server correctly and try it with Test Email.

Q: When the customer replies to the email, the reply goes to CotizaPrint instead of to me.

A: If the email went out through the CotizaPrint server (with no SMTP of your own), the customer's reply goes to the CotizaPrint mailbox. The answer is to set up your Custom Server so that emails go out from your own address; that way the replies come to you.

Q: I get an SSL certificate error when sending (Hostname/IP does not match certificate's altnames).

A: The certificate of your mail server does not match the host you have set up. It is a problem with the provider of your SMTP server; raise it with them. In the meantime you can try another port or host that your provider gives you.