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Sending billing documents by e-mail

freispace can automatically send billing documents such as invoices by e-mail. This also works with both regular and recurring invoices.

General setup​

freispace will send the e-mails on your behalf with your company name clearly visible. By default, freispace sends these messages from the e-mail address e-invoice [at] freispace.com and signs them using S/MIME. The e-mails will typically include the document (e.g. invoice) as an attachment.

Recipients / CC & BCC​

Your e-mail will be delivered to the recipient e-mail addresses specified when creating the document.

You may add an unlimited number of CC and BCC recipients that should be included in every outgoing e-mail in the settings:

  1. Go to the Team settings.

  2. Click the Invoicing tab.

  3. Scroll down to E-mail delivery, add your CC and BCC recipients, and click Save.

A great use case for this feature is to automatically BCC all outgoing invoices to your controlling department.

Custom e-mail sender​

You can set up a custom SMTP server to send e-mails from.

Benefits to setting up your own SMTP server for outgoing documents:​

  • It allows you to ensure all e-mails are only handled by your infrastructure.
  • You can control the e-mail address of outgoing documents.
  • Your customers may have whitelisted your domain or e-mail address, leading to safer deliverability.

Caveats to consider:​

  • freispace can no longer sign/verify e-mails using S/MIME
  • There may be potential delivery issues if your server is set up incorrectly.
  • Your SMTP server needs to be accessible to our servers. In case of issues, delivery will be delayed.
  • freispace can no longer assure correct delivery or warn you of failed deliveries.

Follow this guide to set up sending via your own SMTP server.

Failover strategy​

freispace will try three times to send an e-mail. If there are issues, we will notify the user of such issues.

If you are using a custom SMTP server, we will try reaching and sending the e-mail three times. If your server fails to be reachable or accept our send request, depending on your settings, we will use the freispace servers as a fallback.