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Email Account

ERPNext allows you to connect and manage email accounts directly within the system for sending and receiving emails.

At least one default outgoing and one default incoming email account is required for full email functionality.

Overview

Email Accounts enable ERPNext to sync with external email services so that communication can be managed from within the system.

This includes sending transactional emails, receiving replies, and linking emails to documents automatically.

Prerequisites

Before creating an Email Account, an Email Domain may be required unless using supported providers.

Supported providers include:

  • Gmail
  • Yahoo
  • Outlook
  • SendGrid
  • SparkPost
  • Yandex Mail

Creating an Email Account

  1. Go to Email Account list and click New.
  2. Enter full email address with domain.
  3. Provide password or authentication credentials.
  4. Save and allow ERPNext to sync the account.

For Gmail and similar providers, App Passwords or 2FA authentication may be required.

Key Configuration Options

General Options

  • Use Different Email Login ID
  • Awaiting Password
  • ASCII Encoding for Password

Incoming Email Settings

Incoming accounts allow ERPNext to receive and process emails.

  • Enable Incoming (IMAP/POP3)
  • SSL Support
  • Attachment Limits
  • Default Incoming Account
  • Email Sync Options
  • Initial Sync Count

Incoming emails can be automatically linked to documents such as Issues or Job Applications.

Outgoing Email Settings

Outgoing accounts are used to send emails from ERPNext.

  • Enable Outgoing (SMTP)
  • TLS / SSL Support
  • Port Configuration
  • Default Outgoing Account
  • Email Tracking
  • Auto Reply Support
  • Sent Folder Sync

All system-generated emails like notifications and transactions use the default outgoing email account.

How ERPNext Handles Replies

Replies are routed back into ERPNext using the configured incoming email account.

The system automatically associates replies with the correct documents based on email metadata.

Important Note

External SMTP services are recommended for large-scale email sending instead of standard Gmail limits.

Email configuration errors are usually related to authentication, port, or SSL/TLS settings.

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