This article is for organisation managers who configure how Infusion sends document emails to customers and suppliers.

Email Settings control whether outgoing document email is enabled, the branding shown in those emails (logo and signatures), the Reply-To address used for each document type, and an optional address that redirects all outgoing document email for testing. These settings apply at licensee level.

In this article you will learn:

• Who can view and edit Email Settings
• Where to open the settings screen
• What each setting does
• How to configure the Reply-To email addresses for the different operational groups within your organisation

Who Can View and Edit Email Settings

To open Email Settings, your user must be able to access Settings and have permission to view email settings.

To save changes, your user must also have permission to modify email settings.

If you can open Settings but do not see Email Settings under Organisation, your user role may not include access. Contact your Organisation Administrator or Infusion Support.

Where to Find Email Settings

• Select Settings from the main menu.
• Open the Organisation group.
• Select Email Settings.

Related screens in the same group:

• Email Log — view sent and failed document emails for your organisation.

Outgoing Email Enabled

Outgoing email enabled controls whether Infusion can send document emails at all.

• When turned on, users can email supported documents (such as customer invoices and supplier purchase orders) from Infusion when the customer or supplier has a valid email address.
• When turned off, Infusion blocks outgoing document email. Users see an error if they try to email a document.

Turn this setting on before you configure the addresses and signatures below.

Override Email Address

When Outgoing email enabled is turned on, you can enter an Override Email Address.

This address is used differently from the four department addresses in Define Email:

• Override Email Address is the To address — every outgoing document email is delivered to this address instead of the customer or supplier.
• Use it when you want to test document email without sending messages to real customers or suppliers.

When Override Email Address is blank, Infusion sends each document to the customer or supplier email configured on the transaction (and to any contacts set to receive documents via email, where applicable).

Logo

The Logo section controls branding included in outgoing document emails.

• Logo — select a document from your organisation’s files to show in the email.
• Logo background colour — optional background colour behind the logo. Leave as Default to use Infusion’s standard styling.

The same logo settings are used for all outgoing document emails that use an email template.

Define Email

The Define Email section has four department addresses. Each address is used as the Reply-To address for specific document types. Each address also has an Email Signature shown in the body of those emails.

When a recipient selects Reply on a document email, their email application addresses the reply to the Reply-To address configured here — not necessarily to the user who sent the email from Infusion.

The addresses in Define Email are not the primary delivery address unless you also set Override Email Address. In normal use, the document is delivered To the customer or supplier (see Who receives each document email below).

Accounts Receivable Email

Configure Accounts receivable email and its Email Signature for customer-facing accounts receivable documents.

Reply-To and signature apply when you email:

• Customer invoice
• Customer statement
• Packing slip (customer invoice packing slip)
• Customer payment summary

Use an address monitored by your accounts receivable or credit-control team so customer replies about invoices, statements, and payments reach the right people.

Sales Email

Configure Sales email and its Email Signature for sales documents.

Reply-To and signature apply when you email:

• Customer quote

Use an address monitored by your sales team so quote enquiries and replies go to sales staff.

Inventory Controller Email

Configure Inventory Controller Email and its Email Signature for purchasing documents.

Reply-To and signature apply when you email:

• Supplier purchase order

This address may also appear on printed and PDF supplier purchase order layouts as your organisation’s inventory contact.

Use an address monitored by whoever manages stock ordering and supplier purchase orders.

Accounts Payable Email

Configure Accounts Payable Email and its Email Signature for supplier payment documents.

Reply-To and signature apply when you email:

• Supplier remittance advice

Use an address monitored by your accounts payable team so supplier replies about remittances and payments reach the right people.

Who Receives Each Document Email

Unless Override Email Address is set, Infusion delivers document emails To the customer or supplier — not to the department addresses in Define Email. The table below shows where Infusion looks for the delivery address.

Preview

When you are not editing Email Settings, the Preview section shows how a sample outgoing document email looks with your current logo, colours, and signatures.

Select Edit, change your settings, and Save to refresh the preview.

Emails Not Controlled by Email Settings

Email Settings apply to document emails sent from Infusion (reports and documents such as invoices and purchase orders).

Other emails sent by Infusion — for example password reset, user registration, licence change notifications, and support messages — use separate system templates and are not configured on this screen. Those messages do not use the Accounts receivable, Sales, Inventory Controller, or Accounts Payable addresses from Define Email.

To review document emails your organisation has sent or attempted to send, open Settings > Organisation > Email Log.