Setting Up Company Email

You can set up Brass Jacks Bookkeeper to use Outlook running locally on your computer or through a third party service such as Gmail or Yahoo to send email messages.

Note: If the information in the Email Configuration dialog box is incorrect, Brass Jacks Bookkeeper will display error messages when attempting to send any emails such as invoices, reminders and quick notes. If you see error messages, please check the email settings and send a test email.

For information about creating default email messages for invoices, see Creating Default Email Messages.

To configure Brass Jacks Bookkeeper to send company email through your local Outlook:
  1. Click Company Setup in the Company section of the task bar on the right.
  2. In the Company Information dialog box, click the Additional tab.  
  3. Click the Email button.
  4. In the Email Configuration dialog box on the Service tab, specify Outlook.
  5. Click OK.
  6. When you are finished updating information in the Company Information dialog box, click OK.
To configure Brass Jacks Bookkeeper to send email through an email server:

Note: Some third party email services use two-factor authentication in order to allow other applications such as Brass Jacks Bookkeeper to send emails through them. Usually this requires you to log into your email service provider with the user id and password indicated below and specify that access by an external application is permitted. See instructions for specific providers below (These instructions are additional actions that you may need to perform. Generally, setting the proper SMTP server, login ID and password, port and encryption setting should be enough.)

Gmail: To allow access to your Gmail account from Brass Jacks Bookkeeper, login into your Gmail account. Click on the letter that represents your account name in the upper right hand corner of the window to show your account options and select Manage your Google Account. On the next screen, select Security from the left side menu. (If you don't see this option, then if you have 2 Factor Authentication set, click into that option to see the ability to set the App Password). You will need to setup an App Password that will be used as the password to set in Brass Jacks Bookkeeper. Click on the link for creating an App Password for your Gmail account. Make sure the computer you are using to create the App Password is the same computer that you will be sending emails from within Brass Jacks Bookkeeper. Select "Windows Computer" as the Device and Mail as the "Application". Once the App Password is generated, use that instead of your Gmail account password in the Brass Jacks Bookkeeper Email Setup screen. You could setup a separate Gmail account that is solely used for sending and receiving emails through Brass Jacks Bookkeeper if you need to keep your other Gmail account secured.

Yahoo: To allow acccess to your Yahoo account from Brass Jacks Bookkeeper, login into your Yahoo account. Click on the account name in the upper right hand corner and select Account info. From the left hand menu, select Account Security. Towards the bottom of the window, select Manage app passwords. This will popup a screen where you generate a specific password for the application that will access this Yahoo email account. In the dropdown that say Select your app, select Other app. A box will appear allowing you to enter a custom name. You can call this anything you'd like (e.g. Brass Jacks Bookkeeper or Brass Jacks Bookkeeper Software or whatever you'd like). Then click on the Generate button. A new screen will popup showing a specific password that will be used in Brass Jacks Bookkeeper to access this account. Copy this password (you might want to Copy/Paste or take a screenshot of the password) and paste or enter it into the Password field of the email setup. This password along with your Yahoo login email (which should be set to the Login Id in Brass Jacks Bookkeeper) is the password you need to use in the email setup. Note: YOUR PASSWORD TO LOG INTO YOUR YAHOO ACCOUNT HAS NOT CHANGED. THIS NEW PASSWORD IS ONLY USED TO ALLOW BOOKKEEPER TO ACCESS YOUR YAHOO ACCOUNT TO SEND EMAILS!. To check your Yahoo account for emails, etc, use your normal Yahoo login ID and password. That has NOT changed. It's a little confusing but basically your account has two different password. Also note that you can regenerate a new password specifically for Brass Jacks Bookkeeper at any time. Just remember to update the field in your email setup.

Outlook (previous HotMail and Live accounts): Log into your Outlook.com account and in the Security section, make sure two-factor authentication is turned off.

Other 3rd Party Providers: For other providers, your will need to locate information about their SMTP server settings. If you use an email client such as Outlook (which is not the same as outlook.com or Office365), go into the account settings and look at what is setup for Outgoing Mail (for Outlook specifically, choose the option to 'Repair' your default email account and choose that you want to repair your account manually). You'll want to use the same server, port, login and password in your Brass Jacks Bookkeeper settings as is set in your email client. If the value for encryption is set to None (or something similar), select False in the Brass Jacks Bookkeeper encryption option. Otherwise set the option to True.

  1. Click Company Setup in the Company section of the task bar on the right.
  2. In the Company Information dialog box, click the Additional tab.  
  3. Click the Email button.
  4. in the Email Configuration dialog box on the Service tab, specify External Email Server for sending email messages.
  5. If your company uses Gmail, Hotmail, or Yahoo, click one of those buttons to automatically fill in the Server and Port information.
    If you don't use one of those email services, type the Server and Port information.
  6. Type the Login ID, Password, the password again in the Confirm Password box, and "From" Email Address information for the specified email server.
  7. If you wish, specify an Encryption type.
  8. When finished, click the Test button to verify that the email settings are correct.
  9. If the test fails, adjust the settings as needed and re-test the settings.
  10. Click OK.
  11. If finished updating information in the Company Information dialog box, click OK.