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Sending from your own email domain

Send quotes and invoices from your own address, such as [email protected], instead of via meetpiloot.nl. With the DNS records you need.

Plus2 min read
On this page4
  1. Connecting your domain
  2. Which DNS records
  3. Check that it works
  4. Which language your customer receives quotes and emails in
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What you need

  • Access to your domain's DNS settings, or someone who can do it for you

Without your own domain, quotes go out via meetpiloot.nl with your company name as the sender. Customers can still reply to your contact address as normal. Connect your own domain and quotes come from your own address instead, for example [email protected]. That way your customer sees straight away who the quote is from.

Connecting your domain

  1. Open Email Domain in your dashboard.

    You will find it under SettingsEmail Domain.

  2. Enter your domain name and click Add domain.

    Just the domain name, without www or https, for example yourcompany.co.uk.

  3. Add the DNS records shown to your domain provider.

    You do this where you manage your domain, for example at GoDaddy, 123 Reg, IONOS or Cloudflare. Not sure how? Send the records to your web developer.

  4. Click Verify.

    DNS changes can take up to 48 hours to show up everywhere. If verification does not work straight away, try again later.

  5. Choose your sending address.

    Once verified, enter the address quotes should be sent from, for example [email protected].

Which DNS records

Your dashboard shows the exact values for your domain. They are:

  • DKIM (TXT): proves the email really comes from your domain.
  • SPF (MX and TXT): states which servers may send on behalf of your domain.

Already have an SPF record?

A domain can only have one SPF record. If there is one already, for example for your normal mailbox, merge the new value into the existing record instead of creating a second one. If in doubt, ask your domain provider.

Check that it works

Once verified, your dashboard shows "Domain verified". Turn on Send me a copy and send a quote to yourself. Check that the sender is your own address.

Which language your customer receives quotes and emails in

Quotes, invoices and emails to your customer go out in your customer's language:

  • If your customer filled in the configurator in a language spoken in their country, they get that language. A customer in Namur who configured in French gets their quote in French; a customer in Antwerp gets Dutch. This applies to Belgium (Dutch, French, German), Switzerland (German, French) and Luxembourg (French, German).
  • Otherwise your customer's country decides the language, and if the country isn't known, your company's language.

You'll see the language on the lead page under Client details at Language. To use another language, click Edit and choose a language, or Automatic, by country.

The VAT wording follows the document's language: VAT in English, TVA in French, MwSt. in German and btw in Dutch.

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