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Your sending domain controls the address and authentication used for outbound email. White-label or custom-domain settings control the client-facing domain where supported. Configure and test each one independently before you use it for questionnaires, portal invitations, payment requests, or document shares.

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Set up a sending domain

Open Settings > Email Configuration, add the domain your firm will use, and copy the exact DNS records shown in VisaFlo into the provider that hosts that domain. The settings screen is the source of truth for the record names and values; do not reuse records from another company or an old setup guide. After the records are saved at the DNS provider, return to VisaFlo and run the validation action when available. DNS propagation can take time, so a record may be correct but not immediately verified.

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Configure senders and signatures

Once the domain is verified, set the company default sender and configure individual staff sender addresses where your workspace supports them. Then use Email Signature to make client communication consistent. Send a test email to an internal address before contacting clients. Check the From address, reply-to behaviour, signature, links, and spam-folder delivery. If your firm uses white-label branding, configure the custom domain from the relevant settings area and follow the displayed DNS and verification instructions. Confirm the portal, questionnaire, or share links on the branded domain in a private browser window before sharing them externally.

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Troubleshooting

If DNS validation fails, compare the record type, host/name, and target value character-for-character with the VisaFlo screen. Make sure the record is being edited at the authoritative DNS provider and that the host field does not duplicate the root domain. If clients do not receive email, check the recipient address, sender verification state, mail records when available, and spam or filtered mail before resending. Mail Delivery Record with columns for state, date, subject, recipients, and sender. Do not put DNS targets, private sender information, or client addresses into public screenshots or support channels that are not approved for sensitive information.