Sender Email
This feature allows your team to send specific emails such as Purchase Orders, Quotes, or Invoices using your company's own email address instead of the default [email protected].
This helps your communications look more personalized and professional, while keeping replies organized based on your preferences.
Things to Consider
This feature is not enabled by default. If you're interested, our support team can help get this set up for you.
A DNS setup is required before this can be enabled. BuildOps Customer Support can provide the instructions for proper configuration.
To use a custom email sender in BuildOps, you need to configure specific DNS records. These records ensure compliance with email authentication protocols like SPF, DKIM, DMARC, and a Custom From/MX record, which help prevent emails from being marked as spam or failing to deliver.
How to Enable This Feature
Before getting started, two things need to happen:
The BuildOps team must enable the feature in your BuildOps account.
Your domain's DNS records must be configured properly. Our support team can provide setup instructions.
After adding the required DNS records, use DNS tools to verify the setup, ensuring SPF and DKIM records are correctly configured. Send a test invoice from BuildOps to confirm successful email delivery.
Public email domains such as gmail.com or yahoo.com are not supported. You must use a company-specific domain (e.g., @yourbusiness.com).
Adding a Custom Sender Email Address
Once the feature is enabled, go to Settings > Admin > Emails > Custom Senders and follow these steps:
Go to Settings
Click Add Custom Email.
Enter the Sender Email Address – this will appear in the “From” field of outgoing emails.
Set the Reply-To option:
Employee’s Email Address – replies go to the email of the person who sent it.
Sender Email Address – replies go to the custom sender email address.
Choose the Type – select whether this email should be used for:
Purchase Orders
Quotes
Invoices
Assign to the relevant Departments.
5. Save changes.
Email Verification Process
After adding a new sender email, its Verification Status will appear as Pending Verification.
The email address you added will receive a verification email. If you have not received the verification email, please check your spam or your company's quarantine list.
Ask the owner of the email address to click the verification link.
After a few minutes, the status should change to Verified.
Please make sure that the verification status of sender email address is Verified to prevent emails not sending.
Editing or Deleting a Custom Sender Email
You can update or remove an existing sender email directly from the Emails section under Company Settings.
To Edit:
Click the three-dot menu (⋮) beside the email entry.
Select Edit.
You’ll be able to update:
The Reply-To setting.
The Type (Invoice, Quote, or Purchase Order).
The assigned Departments.
Click Save to apply changes.
To Delete:
Click the three-dot menu (⋮) beside the email entry.
Select Delete.
A confirmation window will appear with the following information:
Future emails will default back to
[email protected].The “Reply-To” email will revert to the employee’s BuildOps email address.
Click Delete Email to confirm.
What Your Customers Will See
When using a custom sender email, the “From” field will display your chosen custom sender email (e.g., [email protected]).
The sender name will remain the same. Your employee’s name will still show (e.g., “Samantha Davis”), but the email address will appear as your custom sender email address.
Frequently Asked Questions
What is a custom sender email address?
A custom sender email address lets your company send supported BuildOps emails from a company-specific email address instead of the default [email protected] address.
Which BuildOps emails can use a custom sender email address?
Custom sender email addresses can be used for:
Purchase Orders
Quotes
Invoices
Emails sent from the Project Management module are not included in the custom sender email address feature and will continue to use the applicable default sender behavior.
Is the custom sender email address enabled automatically?
No. The feature is not enabled by default. BuildOps Support must enable it for your account before you can add a custom sender email address.
Can I use a Gmail, Yahoo, or other free email address?
No. Public email domains, such as gmail.com and yahoo.com, are not supported. You must use an email address from your company-specific domain, such as [email protected].
What DNS setup is required?
Your company’s DNS records must be configured before the feature can be enabled. The required configuration supports email authentication protocols such as SPF, DKIM, and DMARC. BuildOps Support can provide setup instructions, and your DNS provider can help apply the records.
Why is my sender email showing “Pending Verification”?
A verification email is sent to the address you added. The owner of that email address must open the message and click the verification link. If the message is not received, check the spam folder and your company’s email quarantine list. The status should change to Verified after a few minutes.
What happens if the sender email is not verified?
Make sure the sender email’s status is Verified. An unverified sender email may prevent supported emails from being sent successfully.
What will my customers see?
Customers will see the custom sender email address in the From field. The sender name remains the same, so the employee’s name may still appear while the email address displays your company’s custom sender address.
What happens to emails after I delete a custom sender email address?
Future supported emails will use [email protected] by default, and the Reply-To address will revert to the employee’s BuildOps email address.
Who can help me set up a custom sender email address?
Contact BuildOps Support for help enabling the feature, configuring DNS records, or troubleshooting verification and email delivery.