Teams sending quotes, receipts, reminders and follow-ups from their records, who want each one to come from their own domain or a real person's mailbox, with the reply reaching whoever looks after that customer.
Send transactional email through your own Postmark server.
Send email through your own Resend account, from your verified domain.
Send email through your own SendGrid account, from your verified domain.
Send an email from your own Outlook mailbox whenever something happens in RowFold.
One automation does both halves: RowFold makes the PDF and saves it on the invoice, then your provider sends it from your domain. Because both happen in the same run, the email always carries the version it announces.
You'll know it worked: Run now runs the saved automation against the table's newest record, so first set To to your own address. The email should arrive from your domain with the PDF attached, and the run history should list both steps with no error.
Some emails work better from a person than from a company. Outlook sends from the mailbox that connected it, under that person's name, and the message sits in their Sent Items like anything else they wrote.
You'll know it worked: Run it once against a test deal whose email address is your own. The message should show the salesperson as the sender, and a copy should appear in their Sent Items.
A Wait step can hold one run per invoice until the due date, then check the invoice again before anything is sent. A customer who paid in the meantime hears nothing.
You'll know it worked: Test with an invoice due tomorrow, addressed to yourself. Its run shows as waiting in the run history, and the reminder should arrive tomorrow morning. Mark a second test invoice Paid before then, and its run stops at the check instead.
Automated email usually comes from the software's address. A customer who gets a payment reminder from a sender they have never heard of ignores it or reports it as spam, and any reply lands in a mailbox nobody reads.
Connect the provider you already send through and the email leaves from your own verified domain. Connect Outlook instead and it leaves from a real person's mailbox, under their name, and sits in their Sent Items with everything else they sent.
Replies go back to whatever address sent the email. When that is a shared address, the answer to a quote waits in an inbox that three people glance at and nobody owns.
Every email step has a Reply to box that takes a token. Put {{record.owner.email}} there and the customer's answer goes to the record's owner, whether Owner is a People field or a link to a staff table with an Email field.
The email is often half the job. The invoice, the signed contract or the booking confirmation is a file on the record, and somebody ends up downloading it and attaching it by hand.
The Attachment box can send the newest file in one of the record's Attachment fields, so a PDF made by an earlier Generate a PDF step goes out with the email that announces it. A file at a web address works too.
RowFold can already send email by itself, which makes it hard to tell when connecting a provider is worth the setup.
The built-in Send an email step, and Generate a PDF's own Email it to box, need nothing connected and suit internal notices. Both send from RowFold's own address, and Send an email reaches at most 10 people with no Reply to or attachment. Anything a customer reads and answers is better sent through your own provider.
If your domain is already verified with Postmark, Resend or SendGrid, connect that one. They do the same job here, so the choice comes down to where you already have an account and a sending reputation. Pick Outlook when a customer should see a named person rather than a company address, because the email goes out from that mailbox and appears in its Sent Items.
Yes, in the provider, before the first send. Postmark wants a confirmed sender signature, Resend a verified domain and SendGrid a verified sender. RowFold can't do that part for you. A From address the provider hasn't verified is refused, and the refusal shows as a failed step in the automation's run history.
No. Every email step sends plain text, and the connectors don't call a provider's template system. Tokens fill in the record's values and line breaks come through as typed, which covers most operational email: a reminder, a receipt, a note that a quote is attached. A designed newsletter belongs in a marketing tool.
It depends on the provider. Postmark takes up to 7 MB, Resend and SendGrid up to 10 MB, and Outlook up to 2.5 MB, because the file travels inside a single request to Microsoft. A larger file fails the step with a message naming the limit, and the email isn't sent without it.
Yes. Separate the addresses in To with commas; each can be a token. Everyone in To sees the other addresses, so when the recipients are customers, send one email each instead: a Find records step set to run the steps below once for each found record does that. Outlook takes at most 25 recipients per email.
The automation's run history shows whether the provider accepted the message or refused it, and why. What happened after that, a delivery, a bounce or an open, is tracked by the provider, so look in the Postmark, Resend or SendGrid activity log. For Outlook, the sent message is in the mailbox's Sent Items.
There is no template to wait for. Type a sentence about what you run and RowFold assembles the tables, links, views and dashboard around it — then you change whatever does not fit.