When using Zomentum Payments to send emails, it’s important to ensure that your communications do not end up in the recipient's spam folder. Here are detailed steps and best practices to help troubleshoot and prevent emails from being flagged as spam.
TABLE OF CONTENTS
- Step 1: Verify Your Email/Domain
- Step 2: Test Your Email Setup
- Step 3: Analyze Mail-Tester Results
- Step 4: Refer to Third-Party Email Filtering Solutions Support Team
Step 1: Verify Your Email/Domain
- Email Verification: Verifying your email address allows you to send documents from a different email address within Zomentum. For more information on the types of email verification available, please refer to Zomentum's guide to Setting Up Custom Emails in Zomentum Payments.
Step 2: Test Your Email Setup
- Mail-Tester Tool: Use tools like Mail-Tester to check for email authentication issues. To do this:
- Create a Test Invoice: Generate a test invoice in your connected accounting software for a test customer. Use a unique Mail Tester email address provided at Mail Tester.
- Send the Invoice: Send the test invoice from Zomentum Payments to the Mail Tester email address.
- Review Mail Tester Feedback: After sending the email, check the results on Mail Tester. The feedback will highlight specific areas that need attention to improve deliverability, such as SPF records, DKIM signatures, and content that triggers spam filters.
- Create a Test Invoice: Generate a test invoice in your connected accounting software for a test customer. Use a unique Mail Tester email address provided at Mail Tester.
Step 3: Analyze Mail-Tester Results
- Proper Authentication: If the result indicates 'You're properly authenticated', but your emails are still going to spam, the issue might be with the recipient's email host, their domain provider, global spam lists, or their IT team. Zomentum support typically does not cover these external factors.
- Authentication Problems: If the result shows 'You're not properly authenticated', you will need to review your DNS settings carefully.
Common DNS Issues and Fixes
- Duplication of Domain: Ensure that your DNS records do not duplicate the domain name, as some DNS providers automatically append the domain to the end of records.
- Missing DNS Records: Verify that all required DNS records for domain verification are correctly configured. This includes checking for any missing records that are crucial for email authentication.
- Incorrect or No DMARC Record: DMARC policies tell email providers how to handle non-aligned emails under your domain. Ensure that you have a DMARC record set up correctly to improve email deliverability.
Step 4: Refer to Third-Party Email Filtering Solution's Support Team
Zomentum cannot investigate or troubleshoot specific issues related to third-party email filtering solutions, including Microsoft ATP/Defender. If you encounter issues such as false positives or blocked emails, these queries must be directed to the respective support teams of those solutions. If Mail Tester has indicated a generally positive result, then emails from Zomentum are being sent according to best practices as far as Zomentum is concerned.
By following these steps, you can significantly improve the likelihood that your emails will be delivered successfully and not marked as spam. It’s crucial to regularly review and update your email and domain settings to align with best practices for email deliverability.