Email footer and "Unsubscribe" links

Starting August 18, 2025, emails sent from Erply (receipts, order confirmations, purchase orders, notifications, newsletters) are going to have two additional elements in the footer:

1. A text explaining why this email is arriving from Erply domain name. The text looks like this:

This email was sent to you by {CompanyName}, via Erply. You are receiving this because you are a customer or business partner of {CompanyName}, or because the sender is replying to your inquiry.

2. An “Unsubscribe” link that takes the recipient to an unsubscribe page.

If the email is transactional, why does Erply add the unsubscribe option?

Erply as the data processor must make sure that the best practices of email correspondence are being followed. This helps the emails to get reliably delivered. An email server's “reputation” depends on many details, including the ones addressed by the footer text (is the purpose of the message clear?) and the “unsubscribe” link (are the opt-out controls in place?) Erply needs to maintain a high “reputation” level, so that email servers all over the world would accept and deliver the messages.

Since there is no way to prove that Erply as a whole is used strictly for transactional messages only, the straightest route to compliance is if we add these extras to every email.

The footer text also helps the recipient to understand why an email sent by your company is being delivered from the erply.io domain.

How to change the footer text?

In Erply, change the footer text in Settings > General > Email settings. (Note: the feature becomes available by August 25, 2025)

However, make sure that the customized message would still carry the same overall meaning, explaining to the recipient:

• Who is the real sender of the email,
• why they are receiving the mssage,
• and what is Erply's role in the process.

Is it possible to send outgoing email through my own SMTP server?

Yes, soon; the development is being finalized and becomes available end of August, 2025.

SMTP setup can be done in Settings > General > Email settings. The following information is required:

1. SMTP hostname
2. Server port
3. SMTP username
4. SMTP password

If your SMTP server supports that, use the same authentication credentials for the whole company. 

But if needed, you can also set up individual credentials for each sender in the company — so that for the emails sent by alice@example.com and bob@example.com, Erply will also use the respective individual usernames and passwords when handing the messages over to the SMTP server.

What happens when a recipient unsubscribes? Where can I see the customers who have opted out of receiving mails?

Outgoing emails are visible from an Erply app named “Email system”. Install it from Erply app store (Apps > App store).

If a recipient has opted out of emails, the message will be visible in the list with the status label “Recipient has opted out”.

The full list of opt-outs can be found in Settings > General > Email settings. (Note: the feature becomes available by August 25, 2025)

Is it possible to “opt the recipient in” again?

Yes, the “Email settings” app lets you remove an address from the opt-out list. (Note: the feature becomes available by August 25, 2025)

Where is the “Unsubscribe” page located?

The URL varies depending on which datacenter your account is located in: