We’re running into a frustrating issue with our quote/ invoice/ confirmation emails not reaching our customers—especially the majority of our clients who are government who have stricter email security.
Here’s the deal: emails sent directly from CETEC keep getting blocked or flagged as spam. We tried switching our Config settings to send through our corporate email, thinking it would help, but that actually made things worse. Now we’re at a loss on how to fix this.
What We Need
Is there a better way to send emails from CETEC? Something with higher security and better deliverability so our quotes actually land in inboxes instead of getting lost in cyberspace?
Some specific questions:
Is there a more secure email forwarding option we can use?
Can we set up an authenticated SMTP relay or something that plays nicer with government email filters?
How do we stop our emails from getting flagged as spam or rejected?
We just want to get our quotes in front of customers without fighting email filters. Any guidance would be hugely appreciated!
Yes we are able to set up emails so that it is coming straight from your internal emails. It will take around 2 hours of engineering time with your email admin to get it all set up properly. We have done this with several customers to rectify this issue. Let me know if you want to move forward with this.
When you say you have switched your config settings to send through your corporate email, what exactly did you do? And did you switch it back?
From the notes on your email settings page (Cetec ERP):
"If you are using the default Cetec ERP Email sending option, it is strongly recommended that you create a SPF record. This helps identify that emails coming from Cetec ERP are valid for your domain. Email from Cetec ERP is routed through SendGrid, so the resulting SPF record should look something like: v=spf1 a include:sendgrid.net -all
If you are using 2-step verification, you will need to generate an App-Specific password to use (instead of your normal email password)."
The reason is because Gmail and Yahoo! will enforce new requirements for what mail they’ll accept and transmit to users’ inboxes. Failure to take action will mean that any email you send to Gmail and Yahoo! inboxes could be temporarily deferred starting February 1, 2024, and fully rejected in April 2024.
The requirement placed by Gmail and Yahoo is that you set up an SPF record for SendGrid. Instructions to do so are here.
I hope this helps, but the first step will be get with your IT team and try to set up an SPF record for SendGrid.