You mail an invoice, credit note or quote straight from Huismus, with the PDF attached. You can do that once the invoice or credit note is issued, or the quote is sent. The mail goes through your own Gmail or the mail server of your own domain. No other service sits in between.
Mailing doesn't change the document. Every attempt goes on the document's timeline, failed ones too, with the error message.
Setting up mail
You set everything up under Settings → Mail. First choose what you mail through: Gmail or Other (the mail server of your own domain). Then fill in the details, as described below for each choice.
Huismus never shows your password, only whether there is one. If you leave the field empty when you save, Huismus keeps the password it already had. If you choose Not set up under "Mail through", mailing is off and Huismus erases the password.
Your mail password isn't part of a backup. Otherwise anyone with a copy of your backup could get into your mailbox. If you restore a backup on another computer, enter the password there again.
Gmail
Gmail doesn't accept your ordinary password from a program like Huismus. So you make an app password: a separate 16-character password, just for Huismus. You can revoke it at any time.
- Turn on 2-Step Verification for your Google account, if it isn't on yet: https://myaccount.google.com/signinoptions/two-step-verification. Without it, Google doesn't give out app passwords.
- Go to https://myaccount.google.com/apppasswords.
- Give it a name, for example
Huismus, and choose Create. - Google shows the password once, in groups of four characters. Copy it and paste it into Huismus only.
- In Huismus, under Settings → Mail, choose Gmail. Enter your Gmail address as the username and paste the app password under Password. The spaces can stay, Huismus removes them. Huismus fills in the server, port and security itself.
- Save and choose Send test mail.
Don't see the app passwords page? On a Google Workspace account the administrator may have turned it off. Ask them to turn it on, or choose Other and mail through another mail server.
Sender. Gmail always sends from the address of the account you log in with, even if you enter something else under "Sender". To send from another address, first add it in Gmail under Settings → Accounts → "Send mail as".
Revoking. You delete the password on the same app passwords page. From then on Huismus can't mail. To mail again later, make a new app password and enter it under Settings → Mail.
Your own domain (Other)
If you mail from an address on your own domain, you need the details from your hosting provider. They call them "outgoing mail" or "SMTP". Usually they are:
| Field | Usually |
|---|---|
| SMTP server | smtp.<yourdomain> or mail.<yourdomain> |
| Port and security | 587 with STARTTLS, or 465 with SSL/TLS |
| Username | your full e-mail address |
| Password | the password of that mailbox |
Choose Other, fill in the fields, save and choose Send test mail. If you leave "Sender" empty, Huismus mails from your business e-mail address.
Changing the standard text
Every mail starts with a subject and a text you set yourself, under Settings → Mail → Standard texts. There's a text for each kind of document (invoice, credit note, quote), in Dutch and in English. A document in English gets the English text. Before you send a mail, you can still change all of it.
Placeholders put the document's details into the text. They have Dutch names, in the English texts too:
| Placeholder | Becomes |
|---|---|
{nummer} |
the document's number |
{bedrag} |
the document's total |
{naam} |
the customer's first name, or else the customer's name |
{bedrijf} |
your business name |
{vervaldatum} |
only on an invoice: the due date |
{geldig_tot} |
only on a quote: until when it's valid |
You can't save a typo such as {klant}. That way it never ends up in a
mail to a customer. If a quote has no end date, Huismus leaves out the line
with {geldig_tot}. If you empty a text, Huismus uses its own text again.
When mailing fails
The error message is on the screen and on the document's timeline. Your password is never in it. These are the most common ones:
| The message mentions | What's usually wrong |
|---|---|
535 or Username and Password not accepted |
The password or username is wrong. With Gmail you need an app password, not your ordinary password. |
timed out or Connection refused |
The server or port is wrong, or your network blocks the connection to the outside. Huismus waits 20 seconds at most. |
SSL or wrong version number |
Port and security don't match: 587 goes with STARTTLS, 465 with SSL/TLS. |
A failed attempt sends nothing and changes nothing about the document. Fix the setting and try again.