Fix Sage One Accounting Emails

Lets get right to it by going to Company Settings in Sage. From there, you’ll see an option that says “Use mail-service@accounting.sageone.co.za.” If this box is not checked, Sage will send emails from the email address you’ve entered above it.

For example, if you set the email to me@mydomain.co.za and leave that box unchecked, Sage will send emails from me@mydomain.co.za but using its own servers. Since your SPF record for mydomain.co.za likely doesn’t allow Sage to send emails, other email servers may think it’s fake and mark it as spam.

To fix this, you’ll need to update your SPF record. If you use Google Workspace, your SPF record needs to be changed to this:

  • Type: TXT
  • Host Name: @ (or leave blank if @ is not accepted)
  • Value: v=spf1 a ip4:197.97.85.99/32 ip4:197.96.210.136/32 include:_spf.google.com ~all

This change tells email servers that both Google’s and Sage’s servers are allowed to send emails for your domain, reducing the chance of emails going to spam.

For an Xneelo server – you would need to adjust the SPF record to the following:

  • Type: TXT
  • Host Name: @ (or leave blank if @ is not accepted)
  • Value: v=spf1 a ip4:197.97.85.99/32 ip4:197.96.210.136/32 include:spf.host-h.net ?all

Sage Accounting Emails landing in SPAM

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Use a Business Domain Email Address

For improved legitimacy, send emails from a business domain (like @yourbusiness.com). Avoid sending invoices or statements from public domain accounts such as @gmail.com or @yahoo.com, as these are often flagged by spam filters.

Optimize Your Email Content

To avoid triggering spam filters with the email content, consider these suggestions:

  • Avoid Spam Phrases: Skip all caps, repeated exclamation marks, or “urgent” language.
  • Balance Text and Images: Combine text and images, and avoid emails that are entirely image-based.
  • Provide Contact Information: Add your business contact info and website link to assure recipients and email providers of the email’s legitimacy.
  • Unsubscribe Link: Though not typical for invoices, adding an unsubscribe link to any Sage marketing emails is necessary to comply with anti-spam laws.

Ask Clients to Whitelist Sage Email Addresses

Encourage clients and recipients to whitelist these Sage email addresses in their email settings:

  • mail-service@accounting.sageone.co.za

Including instructions to whitelist these addresses in your initial communication or footer can help ensure emails from Sage are received.