When Zirko sends a quote or an invoice, a sender address appears in your customer’s inbox. Which one that is, you decide here.
This is not just cosmetic: an invoice from an address the customer does not recognize ends up in the spam folder or is taken for an attempted fraud — and an invoice nobody reads does not get paid either.
How Zirko sends
Settings → Email sending tab. Without a connected mailbox, Zirko sends through its own sending route, as rechnung@zirko.io.
With an e-invoice to a public-sector client, that is often not enough: authority inboxes do not accept emails without a valid sender check and do not reply either — you then see an invoice that looks sent and never arrived. The reliable fix is a connected mailbox of your own — that way you send under your own address, confirmed with your provider.
Connecting your own mailbox
Under Email account connections → Add email account, enter your address and choose the path:
- Google or Microsoft — you sign in on your provider’s own page; there is no password for this at Zirko.
- Any other provider — email address, password (a separate app password if two-factor sign-in is active), the SMTP server with its port and, to store copies in “Sent”, the IMAP server. For well-known providers, Zirko fills these details in already.
Your login details are stored encrypted at Zirko and never reach your browser. Once connected, quotes, invoices and reminders go out from your own address. You can disconnect at any time.
You can only connect once you have accepted the current version of the data processing agreement. It sets out how Zirko protects your mailbox login details. You can accept it under Settings → Contract & subscription. A mailbox can be disconnected at any time, regardless of that.
A copy in “Sent” — Zirko always has one for Google and Microsoft, since your provider takes care of it. With any other provider, only if you have entered an IMAP server.
If an email is larger than your mailbox allows (about 13.6 MiB with most providers, about 17.1 MiB with Gmail), the system sender steps in — with a notice before sending, and noted in the sending history. Reminders to employees always go through the system sender regardless, never through a connected mailbox.
If a person leaves the business, their connected mailbox is disconnected. If another mailbox of your business is still connected, that one keeps sending; otherwise the system sender steps in. After the contract ends, Zirko disconnects all mailboxes and revokes the authorization with the provider — if you reactivate later, you connect again.
Email templates
For every document type — quote, cost estimate, order confirmation, delivery note, invoice, interim invoice, final invoice, credit note — a text can be stored. It appears in the message field when you send and can still be changed there.
Zirko fills in three placeholders itself: {{anrede}}, {{dokumentenNummer}} and {{name}}. Write the curly brackets exactly like that, two on each side — a placeholder with a typo is not replaced and appears word for word in the email at the customer.
Not using a template: delete the text of the document type completely. An empty field is the off position; there is no switch for it.
What you should do first
- Connect your own mailbox once the data processing agreement is accepted — otherwise you keep sending permanently as
rechnung@zirko.io. - Write the templates for quote and invoice — you need those daily.
- Send an invoice to yourself and look at how it arrives. That is the only test that counts.