KIGO.CLOUD

Email Settings Overview

Email settings allow you to configure how the system sends emails. The system uses email for:

  • Sending invoices and quotes to clients.
  • Sending reports to users.
  • Notifications about service quotes and work orders.

To access settings, go to Options → Email Settings.

Email Sending Method

The system supports two sending methods:

  • KigoServer SMTP - emails are sent through the Kigo server. No additional configuration required. Suitable for users who do not have their own mail server.
  • Custom SMTP - use your own email server (e.g. Gmail, Outlook, custom domain). Requires entering SMTP credentials.

Choose the option that suits you best. For a more professional impression, we recommend custom SMTP with your company's email address.

Custom SMTP Configuration

If you choose custom SMTP, you need to fill in the following details:

  • Server Address (Host) - e.g. smtp.gmail.com or mail.yourdomain.com
  • Port - most commonly 465 (SSL), 587 (TLS) or 25 (no encryption).
  • Security - select SSL or TLS depending on your server.
  • Username - your email address or username for SMTP authentication.
  • Password - password for SMTP authentication (encrypted in database).
  • Sender Email - the address that will appear as the sender.
  • Sender Name - the name displayed alongside the email address (e.g. company name).

Email Templates

Email templates define the appearance and content of emails sent to clients. To manage templates, go to Options → Email Settings. Each template contains:

  • Email Type - the purpose (invoices/quotes, reports, service quotes).
  • Email Subject - the message subject line the client sees.
  • Email Content - the message body with variables.
  • Language - for multilingual support, you can have different templates per language.

For each email type and language, only one active template can exist.

Variables in Email Templates

You can insert variables into the subject and content of emails that are automatically replaced:

  • Company: {LOGO}, {COMPANY_INFO}, {COMPANY_NAME}, {COMPANY_OIB}
  • Client: {CLIENT_NAME}, {CLIENT_ADDRESS}, {CLIENT_OIB}
  • Document: {DOCUMENT_NAME_AND_NUMBER}, {DOCUMENT_DATE}, {DOCUMENT_NUMBER}
  • Other: {ADDITIONAL_MESSAGE} - for an additional message when sending.
If you use Gmail as an SMTP server, you may need to generate an "App Password" in Google settings because Gmail does not allow login with just the account password for SMTP access.

Integrations