Email Configuration
By default, the system sends email through a central service. You can configure your own mailbox so transactional emails — order confirmations, OTPs, balance sheet reports, and notifications — are sent from your own domain.
Accessing Email Settings
Navigate to Settings > Software & Hardware > Interfaces Settings, then scroll to the Email Settings section.
Enable Tenant Email
Toggle SMTP Email Enabled to activate your own mailbox. When off, the system uses the default central email service.
Choose a Provider
Select your email provider from the Provider dropdown. The form auto-fills host and port settings:
| Provider | Host | Port | TLS |
|---|---|---|---|
| Gmail | smtp.gmail.com | 587 | STARTTLS |
| Microsoft 365 | Graph API (not SMTP) | — | — |
| Other | Custom | Custom | Configurable |
Gmail / Google Workspace
Gmail requires an App Password, not your normal Google password.
- Enable 2-Step Verification on your Google account — myaccount.google.com/security
- Go to App Passwords — myaccount.google.com/apppasswords
- Name it "POS System" and click Create
- Copy the 16-character code (no spaces)
- Enter your Google email as the Username and paste the 16-character code into App Password
Sending from a custom address (e.g., noreply@ or orders@): The address must first be added as a verified "Send mail as" alias in Gmail — Settings > Accounts > "Send mail as" > Add and verify.
Microsoft 365
Microsoft is disabling SMTP AUTH, so M365 tenants use the Graph API instead of SMTP. The form switches to Graph fields when you select the M365 provider.
Shared Mode (Recommended)
The simplest option — the system uses a pre-registered app and you only authorize it for your tenant.
- Click Authorize Microsoft 365 — this opens a Microsoft consent page
- Your M365 admin approves the
Mail.Sendpermission once - After authorization, enter your Tenant ID (Directory ID from Azure Portal) and From address (e.g.,
[email protected]) - Enable Microsoft 365, save, and click Send test email
Own Mode
For tenants that want to manage their own app registration. Requires:
- Tenant ID — Your Azure AD Directory ID
- Client ID — Your app registration's Application ID
- Client Secret — Your app's client secret value
Finding Your Tenant ID
Azure Portal > Microsoft Entra ID > Overview > Directory (tenant) ID (a GUID).
Custom Provider
Select Other to enter your own SMTP host, port, and TLS settings. This works with any standard SMTP server (e.g., Office 365 SMTP, Amazon SES, custom mail server).
Form Fields
| Field | Description |
|---|---|
| Enable tenant email | Master on/off toggle. When off, fields are disabled. |
| Provider | Select Gmail, M365, or Other. Auto-fills host/port. |
| From Name | Display name on sent emails. Optional; defaults to company name. |
| From Address | The email address recipients see. Must be the authenticated account or a verified alias. |
| Username | The email address used to authenticate with the SMTP server. |
| App Password | Your SMTP app password. Write-only — the saved password is never returned to the browser. Shows •••••••• when a password is already stored. |
| Host | SMTP server address. Auto-filled by provider; editable for "Other". |
| Port | SMTP port number. Auto-filled by provider; editable for "Other". |
Password Handling
The app password field is write-only:
- On load, the field always shows blank. A filled indicator (
••••••••) means a password is already stored. - When saving, the password is only sent to the server if you typed a new one. Leaving it blank preserves the existing password.
- This means you can edit other fields (host, from address, etc.) and save without re-entering the password.
Send Test Email
Click Send test email to verify your configuration. The test is sent using your saved settings — make sure to save the form first. The button is disabled until the form is saved and valid.
- Success — Green check mark confirms email is working.
- Failure — Red inline error explains what went wrong.
Outgoing Email Addresses
Below the SMTP provider settings, you can configure the email addresses used for different types of outgoing mail. Multiple addresses can be entered by separating them with commas.
| Field | Description |
|---|---|
| Administrator Email | Recipient for system administration emails. Add multiple addresses with commas to notify managers, owners, etc. |
| Customer Service Email | The "from" address used when the system sends emails to customers (order confirmations, receipts, etc.). |
| Manager/Sales Report Email | Recipient for daily sales reports and balance sheet summaries. Add multiple addresses with commas. |
| Exceptions Email | Recipient for exception alerts — suspicious activity, unusual behaviors, and other security-related notifications. |
| Generate PDF Attachment | When enabled, attaches a PDF document to outgoing order emails. |
SendGrid Templates
Template-based emails use SendGrid dynamic templates. To use SendGrid, you need a SendGrid account with an API key configured on the server, and the outgoing email account authorized to use SendGrid's template APIs.
Click SendGrid Options to reveal template ID fields. Each template ID is obtained from your SendGrid account under Dynamic Templates.
| Field | Description |
|---|---|
| Order Template | Template for customer order confirmations and receipts |
| Sales Report | Template for daily sales report emails sent to managers |
| Balance Sheet | Template for balance sheet summary emails |
| Password Reset | Template for user password reset emails |
| Notification | Template for general system notifications |
| Order Ready Notification | Template for "order is ready" alerts |
Use the SendGrid Test button to verify a template is working correctly.
Email Test Buttons
The Email Settings panel provides several test buttons to verify your configuration:
| Button | What It Does |
|---|---|
| SMTP Email Test | Sends a test email using your SMTP configuration |
| SendGrid Test | Sends a test email using SendGrid templates |
| Send Current Active Order | Emails the currently active order to test order email formatting |
| Send Current Active Order (as service) | Emails the active order using the customer service address |
What Emails Use This Configuration
When tenant email is enabled, these messages are sent through your mailbox:
- OTP (one-time password) verification codes
- Order notifications and confirmations
- Balance sheet reports
- Transactional receipts
- System notifications (voids, discounts, price changes)
Template-based marketing emails (text blasts, email blasts via SendGrid) continue using the central service.
Email Notification Triggers
Which events generate email alerts is controlled per user type. Navigate to Settings > Authorizations and Access > User Types, select a user type, then open the Authorizations tab to find the Email Notifications section. Available triggers:
| Toggle | Description |
|---|---|
| Open Drawer (manual) | Email alert on manual cash drawer open |
| Delete Item | Email alert when an item is deleted from an order |
| Delete Last Item | Email alert only when the last item in an order is deleted |
| Void | Email alert on item void |
| Void Last Item | Email alert only when the last item in an order is voided |
| Discount Applied | Email alert when a discount is applied to an order |
| Price Change in Order | Email alert on manual price changes within an order |
| Price/Count Change In Catalog | Email alert on catalog price or inventory count changes |
| Balance Sheet Start | Email alert when a new balance sheet is opened |
| Balance Sheet Close | Email alert when a balance sheet is closed |
These alerts are sent to the address configured in Exceptions Email. See User Types for full details on configuring permissions per role.
PDF Attachments on Email
Two options exist for attaching PDF documents to outgoing emails:
- Generate PDF Attachment -- a toggle in Email Settings that enables PDF generation for order emails.
- PDF Generator API -- an optional, lightweight .NET API installed alongside your existing API on IIS. When installed, it automatically generates PDF attachments for invoices, orders, and transaction documents on any email sent by the system. Available on request. Learn more.
Troubleshooting
| Problem | Solution |
|---|---|
| "Less secure app access" error on Gmail | Google blocks normal passwords for SMTP. Use an App Password (requires 2FA). |
| Test email fails with authentication error | Verify the 16-character App Password has no extra spaces. Re-create it if needed. |
| M365 SMTP connection refused | Microsoft is disabling SMTP AUTH. Switch to the M365 Graph provider instead. |
| Recipients see wrong sender address | The From address must match the authenticated account or be a verified "Send mail as" alias. |
| Email not arriving | Check the recipient's spam folder. Verify SPF/DKIM on your domain if sending from a custom address. |