Keep-It-Simple Accounting Software

SMTP Configuration

Email Settings for Cashbook Complete

In order to send emails, you need to configure your SMTP server correctly.  It’s possible that you may need a computer-savvy person to help you set it up.

  • If you use an email app like Outlook, Windows Mail, or Thunderbird, then you should copy your email account settings from your email app into the “Email Setup” screen in Cashbook.
  • If you are using a common web-based email address like Gmail, Hotmail, or YahooMail, please refer to the web-based email provider settings below.

Watch a video tutorial on Email Setup.

Alternatively, if you just want to use your own email app to send attachments manually, see “How do I use my own email app to send a PDF?“.

Note for Xtra Email Customers (NZ)

If your internet provider is Xtra (Spark), then there are some very important things you need to be aware of.  Please click here for more information.

Web-Based Email

If any of the information below is incorrect or out of date, please contact us.


Gmail

The settings for Gmail are:-

  • SMTP Server: smtp.gmail.com
  • Username: yourname@gmail.com
  • Password: your app password (see steps below)
  • Security: SSL
  • Port: 465

Setting Up an App Password
As of May 30, 2022, Google have changed their security measures meaning that instead of using your normal Gmail password, you now need to use a special “app password”.  Follow the steps below to set it up:-

  1. Open your web browser, go to Gmail.com and log into the Gmail account you want to use with Cashbook
  2. Click here to access the “Security” settings page for your Google Account
  3. Under “Signing in to Google”, make sure “2-Step Verification” is turned ON
  4. Also under “Signing in to Google”, click on “App passwords”
  5. Click on the “Select app” dropdown box and choose “Other (custom name”)
  6. Type in “Cashbook Complete”
  7. Click the “Generate” button
  8. A screen will pop up confirming your new 16-character password
  9. Either write down or select and copy the password
  10. In Cashbook, click on the bold “Invoicing” menu (at the top edge of the screen) and choose “Email Setup”
  11. Click “Advanced” and in the “Password” box, type or paste in your 16-character password

Google Workspace (Formerly G Suite)

If you’re using Google’s paid “Google Workspace” service (which integrates your own domain name with Gmail), then set it up as follows:-

  • SMTP Server: smtp.gmail.com
  • Username: you@yourdomain.com
  • Password: your G Suite password
  • Security: SSL
  • Port: 465

Next, to avoid getting a “Bad login or password” error, you need to change some settings within Google Workspace itself, as follows:-

  1. Open your web browser, go to Gmail.com and log into your Gmail account
  2. Click here to access the “Security” settings page for your Google Account
  3. Under “Signing in to Google”, make sure “2-Step Verification” is turned OFF
  4. Under “Access for less secure apps”, make sure it is turned ON (you may need to refresh/reload the page afterwards if using Firefox web browser)

    If “Access for less secure apps” is not near the bottom of the page (below “Your Devices”), then you need to “Enable Less Secure Apps” first by logging into the Administrator (primary) account, then click Less secure apps (or to navigate there yourself, click user icon (top right), Admin Console (top of drop menu), ≡ (top left), Show More, Security, Access and data control, Less secure apps), and select “Allow users to manage their access to less secure apps”  (more information)

  5. After that, you should be able to email invoices, etc. from Cashbook

Bad Login or Password
If emailing with Google Workspace has been working fine and you are now getting “Bad login or password“, then it is probably because you have not sent any emails from the Cashbook for a month or so and “Less secure app access” has been automatically been turned off.  To fix it log into Gmail.com and go to your “Security” settings page and towards the bottom, make sure that “Less secure app access” is turned ON.  If you only send emails out of the Cashbook occasionally, then it may be better to see use your email app to send PDFs.

 

Windows Live Hotmail

If you are using a Windows Live Hotmail email address, then set it up as follows:-

  • SMTP Server: outlook.office365.com
  • Username: yourusername@hotmail.com or yourusername@live.com
  • Password: your password
  • Security: TLS
  • Port: 587

NOTE:  @hotmail.co.nz email addresses are not supported due to a known bug in Microsoft’s email servers.  Only use an @hotmail.com email address.

 

Microsoft Office 365

If you are using Microsoft Office 365 for your email service, then set it up as follows:-

  • SMTP Server: outlook.office365.com
  • Username: your email address
  • Password: your password
  • Security: TLS
  • Port: 587

NOTE:  To avoid getting a “Bad login or password” error, you need to disable “Multifactor Authentication / Two-Step Verification”.  Please consult Microsoft support if you’re unable to do this.

Alternatively, if you prefer to have “Multifactor Authentication / Two-Step Verification” enabled, you can set up a special app password that will work with Cashbook as covered here on Microsoft’s website.  Once you’ve set up the app password, you must use that password in the “Email Setup” screen in Cashbook instead of your normal email account password.

@outlook.co.nz email addresses are not supported due to a known bug in Microsoft’s email servers.  Only use an @outlook.com email address.

 

AOL

If you are using a AOL email address, then set it up as follows:-

  • SMTP Server: smtp.aol.com
  • Username: yourusername@aol.com
  • Password: your password
  • Security: SSL
  • Port: 465

 

Yahoo

If you are using a Yahoo email address, then set it up as follows:-

  • SMTP Server: smtp.mail.yahoo.com (or plus.smtp.mail.yahoo.com)
  • Username: yourusername@yahoo.com
  • Password: your password
  • Security: SSL
  • Port: 465