Email Integration
Setting Up Custom SMTP
Configure any custom domain email provider—including Zoho Mail, Fastmail, Outlook 365, AWS SES, or custom cPanel mailboxes—using secure SMTP credentials.
If your freelance business uses a custom domain email service like Zoho Mail, ProtonMail, Microsoft 365, Fastmail, or your own web hosting SMTP server, Flanceflow allows you to connect custom SMTP settings. This ensures every transaction email originates directly from your branded domain identity with your existing DKIM and SPF records.
How to configure custom SMTP
- Go to "Settings" from the left sidebar and select the "Email & Notifications" tab.
- Under "Outgoing Email Provider", switch the mode selector from "Default Mailer" to "Custom SMTP".
- Enter your SMTP Host server address (e.g., `smtp.zoho.com`, `smtp.office365.com`, or `smtp.yourdomain.com`).
- Enter your SMTP Port: choose `587` (STARTTLS, recommended) or `465` (SSL/TLS).
- Enter your SMTP Username (usually your complete business email address, like `sarah@designstudio.com`).
- Enter your SMTP Password or specialized App Password generated from your email hosting security dashboard.
- Set your "From Name" and "From Email Address". Ensure the "From Email Address" matches your authenticated SMTP user account.
- Click the "Verify Connection & Send Test" button. Flanceflow will perform a live TLS handshake and dispatch a verification message to your inbox.
Common SMTP provider server settings
| Provider | SMTP Host | Port & Encryption | Authentication Requirement |
|---|---|---|---|
| Zoho Mail | smtp.zoho.com | Port 587 (TLS) or 465 (SSL) | App-specific password required if 2FA enabled |
| Microsoft 365 / Outlook | smtp.office365.com | Port 587 (STARTTLS) | Requires SMTP AUTH enabled in M365 admin |
| Fastmail | smtp.fastmail.com | Port 587 (STARTTLS) or 465 (SSL) | Requires dedicated App Password |
| Google Workspace (Manual) | smtp.gmail.com | Port 587 (STARTTLS) | Requires 16-character Google App Password |
| cPanel / Web Hosting | mail.yourdomain.com | Port 465 (SSL) or 587 (TLS) | Standard mailbox user password |
SMTP best practices
- Port 587 vs 465: Port 587 with STARTTLS encryption is the modern internet standard. If port 587 times out due to ISP firewall restrictions, try port 465 with SSL.
- From address consistency: Your "From Email" address MUST match the authenticated domain of your SMTP account. Mismatched addresses will be blocked by modern mail relays.
- Save configuration: Always wait for the green "SMTP Handshake Successful" confirmation before closing the settings modal.
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