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Email account per module or company

Emails that you send from Robaws leave via an email account: a link with your own mail server, for example Microsoft 365 or Gmail. The type of email account you use determines how that link is created.

Besides the email account per user, you can also set up accounts per module and/or per company. Emails from that module or that company then automatically leave from that address.

For example: you send invoices from facturen@jouwbedrijf.com and quotations from offerte@jouwbedrijf.com. Who sends the email then makes no difference — the module determines the sender.

Creating an email account per module or company

You manage these accounts in settings > email. Add a rule for each situation and fill in:

Field	Explanation
Active	Only active accounts are used. If an account is inactive, it is skipped.
Company	The company this account applies to. If you leave this empty, it applies to all companies.
Modules	The module this account applies to (quotations, orders, invoices, work orders, etc.). If you leave this empty, it applies to all modules.
Type	Choose the type of email account. Depending on your choice, extra fields appear, such as the server and the credentials.

We recommend linking via the OAuth types Microsoft (Office 365) or Google (Gmail). Your emails then leave via your own provider, which greatly reduces the chance of emails ending up in spam.

If you combine a module that is not company-bound with a company, you get the message 'Unused rule'. That rule will never be used: choose a different module or leave the company empty.

Which account is used?

When you send an email, Robaws looks for an active email account in this order:

The account that matches both the company and the module.
The account for that module (without a company).
The account for that company (without a module).
The email account of the user who sends the email.
The default account: the rule without a company and without a module.

If Robaws finds none of these, the email is not sent and you get the message 'Please set a personal or default email account in the settings.'

Do you want one sender for your entire environment? In that case create one rule without a company and without a module. That is your default account.

Robaws branding and tracking

At the top of settings > email there are two switches that apply to all outgoing emails, so not per account:

Robaws branding: the note 'sent with robaws.be' is added at the bottom of every email.
Tracking enabled: a tracking pixel is sent with every email, which lets you follow up whether the email has been opened.

Updated on: 09/09/2026

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