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Bring Your Own SMTP

Bring your own SMTP allows you to use your own mail server for for sending customer-facing emails out of RepairShopr.

Table of Contents

Important Notes
Reference Links


Important Notes

The BYO SMTP feature will handle all outbound email to your customers/clients once activated.
Examples: Ticket Comment Emails, Invoice Emails, Estimate Emails, etc.

BYO SMTP will not send RepairShopr Notification emails to your techs, rather they will still be sent from RepairShopr and show as coming from there.
Examples: "New Lead Created" Notification, "Someone replied to my ticket" Notification, etc.

This will not work with Sophos XG firewalls.

Marketr statistics do not work if SMTP is enabled on an account. They only work when using our email provider.



Before you get started, you need to configure an inbound Mailbox for SMTP to work.

Note: for existing partners, you will be able to head to your SMTP settings and change over to the new authentication at your convenience.

With that said, head to Admin > Email > SMTP and you will be met with an Index screen that will list any existing SMTP connections you have (if any).

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Clicking the New button or editing an existing SMTP connection will take you to the Edit page for the SMTP connection.

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Note the radial options where you may choose from the Use your own SMTP Server or the Connect to Office 365 connection.

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If you choose the Office 365 option, you will be presented with a button to start the authentication flow and the Microsoft sign will begin when you press the button.

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After Authentication, you will be routed back to the SMTP settings page where you can create a Display Name for the SMTP connection and select a mailbox to test if the connection is working. After you test the connection and receive the test email, you can click the Toggle button and hit Save.

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For the Use your own SMTP Server option, you will simply enter the details in the fields.
See the reference links section further below for assistance with popular email hosts.

  • Click the Test button to verify everything is working.

  • You will be prompted with a message letting you know to check your user email for the test message.
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    Once you have verified you have received the message, click Save to begin using the SMTP server.


    We have made a change to the “From Mailbox Address” field. This field previously allowed Users to enter an email address of their choosing, which would act as the Sender for the Mailer address. Entering an email address that did not match one of your active Mailboxes resulted in a disproportionate number of Mail campaigns landing in Spam folders, so we changed it.

    Before the change:

    After this update, the field has become a drop down that displays a list of your Mailboxes to use as the Sender email address for the campaign. Selecting a verified mailbox will allow more of your email to make it to its intended destination without landing in a Spam folder.

    Reference Links

    Please use the following links for help on setting up different email servers.

    Gmail: Check Gmail through other email platforms
    IMPORTANT IF USING 2FA: You will need to use an Application Password

    Outlook for Microsoft 365: Server settings you'll need from your email provider

    Microsoft Best Practices: How to set up a multifunction device or application to send email using Microsoft 365 or Office 365



    For your first step in troubleshooting, we recommend you check Admin > Integrations - Status Dashboard > SMTP to view any errors that may be occurring. If you see an error that isn't listed, please email and we'd be happy to assist.

    If your SMTP Username is not in an email format, such as those using Amazon Simple Email Server, the Domain name field becomes required and must be entered for SMTP success.

    Send As DENIED exception error: The SMTP username does not have permission to send from the outbox mailbox address. To fix this, make sure the SMTP credentials have permission to send email email from the outbound mailbox.

    Sophos XG firewalls

    If you are using a Sophos XG firewalls and a private SMTP server, our SMTP integration will not work with it. Their SMTP MTA implementation simply will not allow this type of traffic. It's a known issue for Sophos—please contact them about fixing it.

    The workaround is to use a third party SMTP provider with their firewall—this will allow our SMTP integration to work with their firewall.

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