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Email Configuration

Overview​

Email Configuration controls how invoices are sent by email. docs101 uses Amazon SES (Simple Email Service) — the industry-leading email infrastructure trusted by thousands of businesses worldwide. This ensures that your invoices reach your customers' inboxes reliably, with high deliverability rates and built-in protection against spam filtering. You don't need to configure any email server or worry about technical setup — docs101 handles everything for you. You can customize the display name that appears as the sender.

Accessing Email Settings​

  1. Go to Administration > Email Configuration
  2. Configure your email display name

How Email Works in docs101​

All invoice emails are sent from the system email address:

no-reply@docs101.com

The sender address itself is not configurable — it is always no-reply@docs101.com. However, you can fully customize the display name that appears alongside this address in your recipients' email clients.

Example:

From: Acme Corporation <no-reply@docs101.com>
Subject: Invoice RG-2026-0001

In this example, "Acme Corporation" is the configurable display name.

Configuring the Display Name​

  1. Go to Administration > Email Configuration
  2. Find Email Display Name
  3. Enter your preferred name (e.g., your company name)
  4. Click Save
  5. All future invoice emails will use this display name

Best Practices:

  • Use your company name so recipients recognize the sender
  • Keep it professional and concise
  • Avoid special characters or symbols
  • Recommended length: 2--50 characters

Examples of good display names:

  • "Acme Corporation"
  • "Mueller Consulting"
  • "Tech Services GmbH"
  • "Finance Department"
tip

Set your display name to your company name. This ensures your customers immediately recognize who the invoice is from.

What Invoice Emails Contain​

When you send an invoice via email, the recipient receives:

  • From: Your configured display name with no-reply@docs101.com
  • Subject: Invoice number and your company name
  • Body: A professional message including:
    • Brief greeting
    • Invoice summary (number, amount, due date)
    • Payment instructions
    • Your company contact information

The invoice PDF is attached to the email.

Email Delivery​

docs101 uses AWS SES (Simple Email Service) for reliable email delivery. This provides:

  • High deliverability rates
  • TLS encryption in transit
  • SPF and DKIM authentication for the docs101.com domain
  • Bounce handling
info

Because emails are sent from the docs101.com domain with proper SPF and DKIM records, deliverability is generally very good. If a customer reports emails going to spam, ask them to add no-reply@docs101.com to their contacts.

Coming Soon: Send from Your Own Email Domain (Pro)​

In a future update, Pro plan users will be able to send invoices from their own email address instead of no-reply@docs101.com. There will be two options:

Option 1: Custom SMTP Server Connect your existing email system (e.g., Microsoft 365, Google Workspace) so docs101 sends invoices directly through your mail server.

Option 2: Domain Verification via DNS Add DNS records (SPF, DKIM) to your domain so docs101 is authorized to send emails on your behalf — no separate mail server needed.

Benefits of sending from your own domain:

  • Invoices arrive from your own address, e.g., invoices@yourcompany.com
  • Customer replies go directly to your inbox
  • Full control over your email reputation and delivery
  • Stronger brand presence in your customers' inboxes
Pro Plan Feature

Custom email domains will be available exclusively on the Pro plan. Free plan users continue to use the reliable docs101.com delivery at no extra cost.

Troubleshooting​

Issue: "Emails going to spam folder"

  • Ask the recipient to add no-reply@docs101.com to their contacts or safe senders list
  • Verify your display name does not contain spam-trigger words

Issue: "Wrong display name on emails"

  • Go to Administration > Email Configuration and update the display name
  • The change takes effect on the next email sent

Issue: "Customer did not receive the email"

  • Check the customer's email address for typos
  • Ask the customer to check their spam or junk folder
  • Contact support if the issue persists

Best Practices​

  1. Use Professional Display Name — Use your company name, not a generic label
  2. Keep Contact Info Updated — Ensure your company details in Company Setup are correct, as they appear in the email body
  3. Inform Your Customers — Let customers know invoices come from no-reply@docs101.com so they can whitelist the address

Privacy & Security​

  • Email content is transmitted securely using TLS encryption
  • docs101 uses AWS SES, a trusted enterprise email delivery service
  • Invoice emails contain only the information necessary for the recipient

Next: Configure Bank Accounts for invoice payments.