Skip to content

Custom SMTP

By default, emails xTool sends (invoice emails) come from noreply@xtool.invoice-portal.de. Custom SMTP lets the organisation send them through your mail server, with your From address.

This is outgoing mail only. Inbound invoices use Interfaces → Mailbox Configuration. See Receive by email.

The wording of the invoice email is Email templates, not SMTP.

Open Custom SMTP

  1. Sign in and select the organisation.
  2. Open Channels → Email.
  3. Open Custom SMTP.

Without a configuration, the page notes that mail is sent from the default no-reply address.

Configure

Choose Custom SMTP server or Microsoft 365.

Custom SMTP server

Fill SMTP Settings and click Save Configuration (or Update Configuration when editing).

Field Required Description
SMTP Host Yes Mail server hostname
Port Yes 1–65535 (often 587 for STARTTLS, 465 for SSL)
Security Yes None, TLS (STARTTLS), or SSL/TLS
Requires authentication No Turn on if the server needs a login
Username / Password If auth is on On update, leave password empty to keep the current one
Sender Address (From) No From address. If empty, xTool uses the SMTP username
BCC Address No One blind-copy address on every outgoing document email

Use a single address in From and BCC (not a comma-separated list).

Microsoft 365

  1. Open the Microsoft 365 tab and click Connect Microsoft 365.
  2. Sign in with the mailbox that should send invoice emails and grant consent.
  3. xTool stores OAuth tokens and sends through smtp.office365.com on port 587 with TLS (STARTTLS).

The connected mailbox is used as the From address. You can set an optional BCC Address after connecting. To change the mailbox, use Reconnect Microsoft 365 or delete the configuration.

Tenant requirement: SMTP AUTH must be enabled for that mailbox in Microsoft 365. If your tenant uses security defaults, an administrator may need to enable SMTP AUTH for the sender mailbox.

Test and disable

Test Connection checks that xTool can log in to the server.

To stop using your server, Delete the configuration (confirm). Outbound mail returns to the default sender.

If an email template has its own BCC, that value is used; otherwise a Custom SMTP BCC may still apply. See Email templates.

Send a document

After SMTP is saved, send by email as usual. Recipients see your From address when you set Sender Address.

Next steps

← Channels