TABLE OF CONTENTS


Clear Books uses a single, configurable business email address for various communications across its products, including Accounting and Payroll.


This address is used for customer and supplier correspondence in Accounting, handling the dispatch of items like invoices, quotes, purchase orders, and statement balances. Additionally, in Payroll, this email is the source address for sending payslips directly to employees.


You have two options for how these emails appear to the recipient:


  1. Default Method: Send via the generic Clear Books address.
  2. Custom Method: Send via your own business email address.


Option 1: The Default Method (Recommended for Simplicity)

By default, emails are sent from a generic Clear Books system address.

  • How it works: The "From" address is generic, but the "Reply-To" address is set to your Business Email Address (found in Business > Business details > Contact).
  • The Benefit: This requires no configuration. If the recipient replies, that reply goes straight to your inbox.


Option 2: Sending from Your Own Email Address

You can configure Clear Books to send emails that appear to come directly from your own email address (e.g., billing@yourbusiness.com).

  • The Risk: Because these emails originate from Clear Books servers but claim to be from you, email clients (like Outlook or Gmail) may view them as "spoofed" or spam and reject them.
  • The Solution: To prevent rejection, you must verify that Clear Books is authorised to send email on your behalf. The method depends on whether you own your own domain or use a free email provider.


A. If you own your own domain (e.g., @yourcompany.com)

You must adjust your SPF (Sender Policy Framework) Records. This tells the internet that Clear Books' servers are a legitimate source for your email.


1. Access your DNS settings

Log in to your domain registrar (e.g., GoDaddy, 123 Reg, Namecheap).


2. Modify your SPF Record

Add the following snippet to your existing TXT/SPF record:


include:_spf.clearbooks.co.uk


If you do not have an existing SPF record, create a new TXT record with the following value:


v=spf1 include:_spf.clearbooks.co.uk ~all


⚠️ Important Warning:

Consult your IT administrator before making changes. Do not overwrite your existing SPF record entirely if one exists; you must merge the Clear Books entry into it. Incorrectly formatting this record can block all your company emails.


Note: Changes may take up to 48 hours to propagate.


B. If you use a free email provider (Gmail, Yahoo, Hotmail, etc.)

If you use a public email service (such as Hotmail, Outlook, AOL, Yahoo, BT Internet, or Gmail), you must configure SMTP Settings. This routes the email through your own email provider's servers rather than Clear Books'.


1. Find your SMTP Settings

Perform a quick internet search for "[Your Email Provider] SMTP settings" to get the host, port, and security type.


2. Configure Clear Books

  1. Navigate to Business > Settings.
  2. Check the box for Use SMTP settings.
  3. Enter the details provided by your email host.


Note: Should you opt for SMTP, please be aware that we are unable to assist with email delivery issues. For support regarding undelivered emails, you will need to contact your email provider directly.


Specific Instructions for Yahoo Mail Users

Yahoo requires specific security settings to allow third-party apps (like Clear Books) to send email.

  1. Log in to Yahoo: Click your profile name (top right) and select Account Info.
  2. Adjust Security: Go to the Account Security tab.
  3. Enable Access: Turn on "Allow apps that use less secure sign-in."
  4. Configure Clear Books:
  • Go to Business > Settings in Clear Books.
  • Tick Use SMTP settings.
  • Enter your Yahoo login credentials.
  • Note: If you have a Yahoo Business account, use the host: smtp.bizmail.yahoo.com