Frequently Asked
Questions
Find Solutions to Common Issues Related to notification-tools - email configuration
How do I attach multiple PDF files while emailing invoices from BUSY?
To send multiple PDF files from BUSY, you can follow these steps
You need to ensure that you have configured your email account properly in BUSY.
Step 1. Go to Administration
Step 2. Then click on Utilities option
Step 3. Then Click on Send Email Option to send multiple PDF files from BUSY
Step 4. Afterward you need to select one account or a group of accounts from the Send Email To options
Step 5. After that If you have chosen the one account option, you will need to select the account name that you want to send
the email to.
Step 6. Then select body type as PDF Attachment
Step 7. The recipient's email account will be automatically selected from the chosen account name. However, if it has not been
defined in the account master, you will need to manually type it in the "To" section
Step 8. Now Define CC and BCC email account in next section.
Step 9. Define your subject line according to your need.
Step 10. Then click on the attachment folder to attach multiple files,
Step 11. Now click on the send button to send the email.
Why are my bills printing instead of emailing properly in BUSY?
If you are not able to send email from BUSY,possible reasons are given
Step 1: Go to administration and then click on Configuration
Step 2: Then click on E mail configuration option
Step 3: Choose the email sending option.
Step 1: Select Send Directly option if you want to send mails directly through the Server Configurations specified in the Email Configuration option itself.
Step 2: Select the Report type to be send through mail
Step 3: Mention the SMTP server in server configuration
Step 4: Then mention the mail id in user name field
Step 5: Then create the Password for BUSY from mail and mention in password field
Step 6: Define the sender information with From and reply to mail id
Step 7: Click on test account setting to check the outgoing server information is correct or not and save the configuration.
Step 8:If any changes made in email used in BUSY,you need to generate app password again on email and then enter in BUSY
Step 9:Also check internet connection is stable and reciever's Email id is correct and proceed
SMTP server
Emails Port
Gmail : Smtp.gmail.com 465/587
Outlook : Smtp.live.com 587
Yahoo : Smtp.mail.yahoo.com 465
Hotmail : smtp.office365.com 587
Zoho Mail : smtp.zoho.com 465
Rediffmail : smtp.rediffmail.com 25
Why don't I have the option to customize and schedule payment reminder emails in BUSY?
In BUSY, there's no automatic way to schedule payment reminders, but you can send
them manually. To send a payment reminder, follow these steps:
Make sure you've set up your email correctly in BUSY's email settings.
Step 1. Go to Administration menu then click on Configuration option
Step 2. Now Click on Letter text Configuration option and select Payment reminder option.
Step 3. Now click on Add format to create a new format for sending payment reminder
Step 4. Mention the name of the format and click the Save button to keep the format name.
Step 5. Expand the Payment reminder option and choose the format you just created.
Step 6. Click on the Header button and set it up the way you want. After that, save the format.
Step 7. Go to the Print Email SMS menu and select Outstanding Analysis.
Step 8. Then choose Payment reminder and pick options like Due bills or Balance only.
Step 9. Decide whether you're sending it to one specific party or to everyone. Select the
format you created earlier, and click the Email button to send the payment reminder to
the chosen account.
How do I ensure SMTP and email passwords in BUSY work for all users?
To ensure that SMTP and email passwords in BUSY work for all users, you typically need to configure these settings centrally, allowing all users to use a common SMTP server and email account credentials. Here are the steps to set up SMTP and email settings that work for all users:
Step 1 : Identify and use a central SMTP server for sending emails.
Step 2 : Configure the SMTP server settings, including the server address, port number, and any required authentication (username and password).
Step 3 : Configure the email account credentials (username and password) centrally within the accounting software. These credentials will be used by all users for sending emails.
Step 4 : Create shared email templates and signatures that can be used by all users.
Step 5 :Ensure that all users have the appropriate permissions to access and use the email functionality within the accounting software.
Step 6 :Send test emails to verify that emails are sent successfully using the central SMTP server and email account.
Step 7 :Offer user support and assistance for any email-related issues that users may encounter. Create a process for troubleshooting and resolving email problems.
I want the emails I send through BUSY to be permanently saved. How can I do that?
To permanently save the emails you send through BUSY, you can configure your email settings to automatically save a copy of each sent email. This can usually be done by accessing the email settings or preferences within the software and enabling the option to save sent emails. Please refer to the software's documentation or contact their customer support for specific instructions on how to set this up in BUSY.
Step 2. Select Email Configuration from the options.
Step 3. Enter your email address and password in the provided fields.
Step 4. Choose the email service provider you are using (e.g., Gmail, Outlook).
Step 5. Enter the SMTP server and port details for your email provider. You can find these details in the email settings of your email account.
Step 6. Enable SSL/TLS encryption if required by your email provider.
Step 7. Save the settings and test the email configuration by sending a test email.
The SMTP option is not available when selecting Send through Microsoft Outlook in BUSY's email configuration because the email will be sent automatically through the Outlook ID that is open on the system, without the need for SMTP server configuration.
The mail ID seems to be lost in BUSY. How do I recover or reset the mail ID?
If you have lost or forgotten your email ID associated with your BUSY account, you will need to take specific steps to recover or reset it. Here's what you can do:
Step 1 :The first and best step is to reach out to BUSY's customer support. They can assist you in recovering your email ID.
Step 2 :Review any account-related information or documents, such as invoices, receipts, or login credentials you may have saved. Sometimes, your email ID may be included in these records.
Step 3 : If you are part of a team or organization, check with your colleagues or administrators who might have access to your account information.
Step 4 : If you've used an email client or software to send invoices or communicate with customers through BUSY, check the settings within your email client.
Step 5 :If you have forgotten your email ID, but you remember your username for BUSY, you can use that information to request a password reset.
Step 6 : If you remember your email ID but have forgotten your password, use the "Forgot Password" or "Reset Password" feature on the login page of BUSY.
The bills/invoices I send through BUSY are not reaching the customers. What could be the reason?
If the bills or invoices you send through BUSY are not reaching your customers, it can be a frustrating issue with multiple potential causes. Here are some common reasons and steps to help you identify and address the problem:
Step 1 : Ensure that you have the correct and up-to-date email addresses for your customers.
Step 2 : Ask your customers to check their spam/junk folders for your emails and mark them as "Not Spam" if they find them there.
Step 3 ;Review your email content and attachments, avoiding overly promotional language or large attachments that may trigger spam filters.
Step 4 :Monitor your sender reputation and address any issues that might be negatively impacting it.
Step 5 ; Check if your email server is on any blacklists and take steps to remove it if necessary
Step 6 ; Verify that your SMTP server settings in BUSY are correctly configured.
Step 7 : Investigate the bounce-back messages to determine the cause of the delivery failures.
Step 8 : If you suspect your customers are not receiving your emails, reach out to them through alternative communication channels to verify their email addresses and preferences.
I am unable to send an invoice via email or WhatsApp from the BUSY software. What should I do?
If you're experiencing issues with sending emails in BUSY, even after restarting your internet connection, there are several troubleshooting steps you can take to resolve the problem:
Step 1 :Ensure that your email account settings within BUSY are correctly configured.
Step 2 : Double-check the SMTP server settings, port numbers, and authentication credentials.
Step 3 :Many email configuration menus include a "Test Email" or "Send Test Email" option.
Step 4 :BUSY may have an email queue where outgoing emails are listed.
Step 5 :Check your computer's firewall and antivirus software settings. They might be blocking the software from sending emails.
Step 6 :Sometimes, email service providers (e.g., Gmail, Outlook) experience outages or temporary issues.
Step 7 : The issue may be with the SMTP server itself. Contact your email service provider's support to confirm if there are any server-related problems.
Step 8 : Confirm that your email account credentials (username and password) are correct and up-to-date.
Step 9 : If none of the above steps resolve the issue, it's a good idea to contact BUSY's support team for assistance. They can provide specific guidance and help troubleshoot the problem.
Steps to resolve issues when emails are still not being sent after changing email ID and password in BUSY.
If you're experiencing issues with sending emails in BUSY, even after restarting your internet connection, there are several troubleshooting steps you can take to resolve the problem:
Step 1 :Ensure that your email account settings within BUSY are correctly configured.
Step 2 : Double-check the SMTP server settings, port numbers, and authentication credentials.
Step 3 :Many email configuration menus include a "Test Email" or "Send Test Email" option.
Step 4 :BUSY may have an email queue where outgoing emails are listed.
Step 5 :Check your computer's firewall and antivirus software settings. They might be blocking the software from sending emails.
Step 6 :Sometimes, email service providers (e.g., Gmail, Outlook) experience outages or temporary issues.
Step 7 : The issue may be with the SMTP server itself. Contact your email service provider's support to confirm if there are any server-related problems.
Step 8 : Confirm that your email account credentials (username and password) are correct and up-to-date.
Step 9 : If none of the above steps resolve the issue, it's a good idea to contact BUSY's support team for assistance. They can provide specific guidance and help troubleshoot the problem.
Why am I facing issues with sending emails in BUSY, and how can I resolve this?
If you're experiencing issues with sending emails in BUSY, even after restarting your internet connection, there are several troubleshooting steps you can take to resolve the problem:
Step 1 :Ensure that your email account settings within BUSY are correctly configured.
Step 2 : Double-check the SMTP server settings, port numbers, and authentication credentials.
Step 3 :Many email configuration menus include a "Test Email" or "Send Test Email" option.
Step 4 :BUSY may have an email queue where outgoing emails are listed.
Step 5 :Check your computer's firewall and antivirus software settings. They might be blocking the software from sending emails.
Step 6 :Sometimes, email service providers (e.g., Gmail, Outlook) experience outages or temporary issues.
Step 7 : The issue may be with the SMTP server itself. Contact your email service provider's support to confirm if there are any server-related problems.
Step 8 : Confirm that your email account credentials (username and password) are correct and up-to-date.
Step 9 : If none of the above steps resolve the issue, it's a good idea to contact BUSY's support team for assistance. They can provide specific guidance and help troubleshoot the problem.
