Sending emails from your own domain

PracticeFlow can send emails without any changes to your DNS settings. Simply add your sender name and email address, plus an optional email signature. See Email Setup and Usage.


Sending from your own domain is an optional, advanced setup. It involves adding DNS records to verify your firm’s domain, giving your emails a clearer sender identity and potentially improving deliverability. This guide explains how to do that.


Included within the Client Portal is E-sign. This does not require domain verification or DNS changes.


How it works

The setup only needs to be completed once for your firm’s domain. Individual users do not need to complete any separate email setup.

PracticeFlow generates the DNS records needed to confirm that your firm owns and controls the domain. These records then need to be added to the DNS settings for your domain before they can be verified in PracticeFlow.


DNS is normally managed by:

  • the company where your domain was registered;
  • your website provider;
  • your IT support provider; or
  • whoever manages your firm’s email and domain settings.

The records will usually include a TXT record and a CNAME record.


Setting up your domain

  1. Open Email Settings

Go to Account Settings > Email Settings and locate the Send From field.

  1. Enter your domain

Enter the domain you want to send from, for example, smithco.co.uk.

Then select Setup.

PracticeFlow will display the TXT and CNAME records that need to be added to your domain’s DNS settings.

  1. Add the DNS records

If you manage your firm’s DNS yourself, sign in to your DNS provider and add both the TXT and CNAME records shown in PracticeFlow, using the Host and Value exactly as displayed.

If you don’t manage your firm’s DNS settings yourself, or are unsure how to do this, contact whoever provides your IT support and ask them to add the TXT and CNAME records shown in PracticeFlow.

The records must be added to your DNS before you select Verify in PracticeFlow.


  1. Verify the records

Once the DNS records have been added, return to PracticeFlow and select Verify.

DNS changes often take effect within a few minutes, although some providers may take longer to update. If verification is unsuccessful, wait a little while and try again.


  1. Set the From Email

Once both records are verified, enter an email address that uses the verified domain, for example accounts@smithco.co.uk.

Important final step

Until the From Email is set, emails will continue to use the default PracticeFlow sender address.


Sender email address

Once your domain has been verified, the From Email address must use that same domain.

For example, if you have verified smithco.co.uk, you can use an address such as accounts@smithco.co.uk.

You cannot use an address from a different domain.


What your client will see

Before your domain is verified, emails sent from PracticeFlow use your chosen From Name, but the sender email address is a PracticeFlow address.

For example:

From: Smith & Co

PracticeFlow sender address


Once your domain has been verified and you have set the From Email, emails will show your firm’s own email address:

From: Smith & Co

accounts@smithco.co.uk


PracticeFlow still sends the email on your behalf, but your firm’s domain is authenticated for sending.


Benefits

Verifying your domain means emails sent from PracticeFlow:

  • show your firm’s own email address as the sender;
  • are authenticated using your domain;
  • are consistent with the email addresses your clients already recognise; and
  • are less likely to be rejected or treated as suspicious by receiving email systems.

After setup

Once your domain has been verified and the From Email has been set, no further setup is normally required.

PracticeFlow will continue to send emails using that verified sender address.