Send email from your own address (Custom SMTP)

Exemplar guide

This is the reference example of a finished Zynka guide — written to the standard template, using the Acme worked example. The exact field labels and screenshots still need verification against the current UI before go-live.

What this does

By default, emails Zynka sends on your behalf — ticket updates, quotes, invoices, portal invitations — come from Zynka's shared sending address. With Custom SMTP, they come from your address instead (Acme wants support@acmefield.example), using your own mail provider. Your customers see mail from you, replies land in your inbox, and deliverability follows your domain's reputation.

Who can do this

Company Admin. Custom SMTP is available on plans that include it — if you don't see the option in your company settings, contact support about enabling it for your subscription.

Before you begin

Get these from your IT team or email provider:

You need	Acme's example	Where it comes from
SMTP server (host)	smtp.office365.com	Your provider — e.g. smtp.office365.com (Microsoft 365), smtp.gmail.com (Google Workspace)
Port	587	Almost always 587 (STARTTLS)
Username	support@acmefield.example	The mailbox that will send
Password	(app password)	For Google and Microsoft accounts with 2-factor auth, this is an app password, not the normal login password
From address	support@acmefield.example	Usually the same as the username

caution

Use a shared mailbox like support@ or noreply@, not a personal one — if that person leaves and their account is disabled, your company stops sending email.

Steps

Screenshots pending — will be captured from the Acme Field Services demo company.

1. In the company portal, open Settings and go to the Custom SMTP section.
2. Enter the server details from the table above.
3. Enter the From name your customers should see — Acme uses Acme Field Services.
4. Save the settings.
5. Use the Send test email action and send a test to your own address.

Verify it worked

• The test email arrives within a minute or two.
• The sender shows as Acme Field Services <support@acmefield.example> — your name and address, not Zynka's.
• Reply to the test email and confirm the reply lands in your support@ inbox.

Common mistakes

• "Authentication failed" with Google or Microsoft — you used the normal account password. Accounts with 2-factor auth need an app password (generated in your Google/Microsoft account security settings).
• Wrong port — 587 with STARTTLS is what nearly every provider wants. Port 25 is blocked by most providers; 465 only works if your provider explicitly says SSL.
• Test works but customer mail goes to spam — your domain's SPF record doesn't authorize the provider you're sending through. Ask whoever manages your domain's DNS to confirm SPF/DKIM are set up for your mail provider (this is standard provider setup, not a Zynka setting).
• It worked, then stopped weeks later — the mailbox password was rotated, or the app password was revoked. Update the settings with the new password.

Related guides

• Set up your company profile — the From name usually matches your display name
• Web forms and portal invitations use this same sending setup once configured