Setting up email in your Synergy system will allow you to send statements, reminders, invoices and marketing campaigns to your customers. Here's how...



IMPORTANT NOTE: This guide is only relevant if you are running at least ‘Build 375’. Check you have installed the latest update before continuing with this guide.

You also need to ensure the Synergy program folder and Synergydata folder are added to the Exclusions/Exceptions list of your antivirus software otherwise it may block communication with your email server.



TABLE OF CONTENTS


Configuring Your System for Email:


Emailing is setup in a few places within Synergy.

  1. Company/Setup -> General -> Company Details


    The Email address here must match the provider that you are using as outbound email.
  2. Company/Setup -> General -> Devices - > Email Setup

    NB – These settings need to be set up on each workstation individually as follows...


Note: If you’re experiencing email delivery issues (especially with Xtra/Yahoo addresses), we recommend switching Synergy’s email method to SendGrid API.
  • SendGrid ensures RFC‑compliant formatting
  • Handles attachments correctly
  • Avoids provider‑specific SMTP rejections
  • More reliable across modern email platforms
SMTP sending is more sensitive to provider changes and may result in delivery failures at some email hosts.


Sending via Microsoft Outlook

Update 19/06/2026: Reports indicate that this method is often blocked in newer versions of Windows and Outlook - in such cases, this option will not be usable.

You have a choice to ‘Send Emails from Microsoft Outlook’; this is recommended if you have Microsoft Outlook installed and operational (not Outlook Express!) as it will use the working setup from your existing Outlook program and you can review emails in Outlook’s “Sent Items” folder. If you use this option, you don’t need to worry about setting up the SMTP server and authentication details.

SendGrid

SendGrid simplifies the configuration of email in Synergy, not requiring you to configure the SMTP details of your email service provider.


SendGrid is exclusively available to customers on a current Support and Maintenance Plan (SMP).

To use SendGrid, first ensure the "Send Emails from Microsoft Outlook" tickbox is unticked, to be able to see the additional Emailing Method options.


In the Emailing Method dropdown box use our SendGrid relay by selecting SendGrid-SAM

  • Reply Email Address: In this field, you must specify an email address for all replies from your customers to be sent to, when they click 'reply' on any emails sent through SendGrid.

Note: When sending through our SendGrid relay, your Sent emails will not appear in the 'Sent Items' folder of your email mailbox, however you can audit emails send through Synergy by viewing the email log found in the top dropdown menu Maintenance > Email Log.

Alternatively, you may wish to make use of the following fields in the Email Setup screen to send copies of all emails sent from Synergy to yourself. If, for example, you wanted to receive a copy as reassurance the emails sent successfully or for audit purposes.

  • CC Email Address: You can define an email address that will receive a "carbon-copy" of all emails sent from Synergy. As is standard with emailing, any addresses in the CC field will be visible to all recipients of the email sent.
  • BCC Email Address: Here you can define an email address to receive a "blind-carbon-copy" of all emails sent from Synergy. As is standard with emailing, email addresses in the BCC field are not visible to other recipients of the email.


SMTP Email

SMTP allows you to configure your email account settings from your email service provider, so emails sent from Synergy are all sent through your own email account.


To access the SMTP settings, select SMTP in the Emailing Method dropdown box:


Your internet/email service provider e.g. Spark, Orcon, Vodafone etc will be able to confirm the correct SMTP server address (example send.xtra.co.nz in the screenshot above) and authentication options for the email address you set up in the previous step.

A common problem is that the Authentication ‘Username’ and ‘Password’ do not match that of your email program, so check the settings and confirm they are correct.

Also please bear in mind that emailing using “SSL” & “TLS” can be considerably slower, due to the process of securing the connection with the SMTP server prior to sending.

 

Setup your Clients to receive Emails

  • Click the Clients icon
  • Select the appropriate client and click Edit
  • Setup the Email Address on the ‘Details’ Tab


  • Click on the Settings tab and change the setting of preferred output to Email if appropriate


This setting will highlight the email option when closing an invoice (so you can see it is their preferred option) and will select email as their preferred option for emailing of statements / reminders etc.



Troubleshooting

If you receive the following error message, the most likely cause is an incorrect username/password and/or email address combination. Check your password/login info with your email service provider

 

If you receive the following or similar error message; this may because of new restrictions from Google over their Gmail accounts, that will require to you set up ‘2 Step Verification’ then add a specific ‘App Password’ for Synergy on this page:

https://myaccount.google.com/u/1/security