You can use YayPay to send Outgoing emails to your Customers, and also read their responses (as Inbound emails) that they send to your AR Mailbox. In order to achieve this, YayPay needs to connect to your Email Host/Server.
Work with your internal IT to identify an AR Mailbox. If one is already available, you can reuse it, otherwise establish a new Mailbox. You can designate the Mailbox a name like firstname.lastname@example.org or email@example.com.
After YayPay is configured to connect to your AR Mailbox, you can also use this other communication-related functionality:
- To send and/or reply to emails from inside YayPay - to help decrease time switching between your AR mailbox and YayPay
- To track your customer communications - Access your AR Mailbox Email messages using a pseudo-Inbox interface (Communications page) inside YayPay, which syncs with your Gmail or Outlook mailboxes
- To assign Emails to Customers - Use the Inbox/Communications features in conjunction with other functionality such as to Assign/Re-assign email, create To-Do's, create Promise-To-Pays, etc
Refer to this Article link for an overview of the Communications page in YayPay.
Considerations in connecting YayPay to your AR Mailbox
Every instance of YayPay allows its own AR Mailbox connections. You can connect to:
- One Outbound Mailbox that YayPay will use to send emails
- The same (or different) Mailbox to sync/receive email messages as Inbound emails
You cannot set up separate Mailboxes for each AR Specialist user in YayPay.
To configure a connection to your AR Mailbox/Email Host Server, navigate to the Settings > Email page in YayPay.
Note: The Outgoing and Inbound email configuration mentioned in this article is NOT the same as a separate feature found under the Settings > PDF from Email page in YayPay. This PDF Mailbox is used as an intermediary to download and integrate your ERP Invoice Template/PDF, which is sent as an email attachment with a specific Subject line.
System-Wide Email Settings
Once you've established that YayPay is connected to your designated AR Mailbox for both Outgoing and Inbound Emails, there are several Email Settings that can be configured across the platform, depending on your preference.
These settings are found in the Settings > Business page of YayPay.
After you have connected YayPay to your AR Mailbox, there are some User-Driven Email settings across the platform that can be configured.
These settings are found in the Settings > Business page of YayPay, and they define how the Email delivery functions across the platform, including Email Reminders, sent as a result of your Collection Workflow Actions.
Refer to these articles on the email delivery/connectivity with your AR Mailbox and Collection Workflows:
Collection Workflows & Rules Engine (see the section on "Collection Workflow Settings")
Test your Email Connection
Choose a customer in YayPay and select an invoice. Click on the Send Reminder icon to send yourself a test email:
Enter your own email address with a Subject line, as well as the body of the message. Click on the "SEND" button.
Look at the Communications page in YayPay or your personal inbox to review your test message, along with the Sender information, your company logo, etc (refer to: https://yaypay.helpjuice.com/communications/316023-communications-page for more information).
SPF & DKIM Protocols
Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM)
This section is optional.
SPF and DKIM are additional email authentication protocols that you can work with your IT Administrator to configure on your email server. These protocols decrease the chances of your emails being blacklisted by spam filters, and "legitimize" your emails from that domain during delivery.
In addition, these articles below relate to the setup for different email services:
Common / Known Issues with Gmail Setup
If you are getting errors setting up the STMP connection with Gmail, or if you see outgoing email attempts sent out from YayPay with Authentication Errors, review the following points:
- Use the following SMTP settings:
- SMTP server: smtp.gmail.com
- Gmail SMTP Port (SSL): 465 or
- Gmail SMTP port (TLS): 587
- Use 'imaps' (instead of IMAP) for the IMAP Protocol for Gmail
- Activate IMAP in Gmail - choose "Enable IMAP" in your Gmail settings (under IMAP access)
- If 2-Step-Verification (2-Factor Authentication) is activated for your Gmail account, you should generate an App password (for Yaypay) as described in this Google Help article so as to avoid this error from being displayed in YayPay.
- If 2-Step-Verification is not activated but you still get an Authentication error, you should turn on the "Allowing less secure apps to access your account" option as described in this Google Help article.
- If you have issues receiving messages from your Gmail account - refer to this Google Help article.
- If you happen to see the following error (which might be due to internal changes in the settings, e.g. in the Azure application used for SSO), you are advised to reconnect your mailbox. If the problem persists, contact YayPay support.