Invoices and approval requests we send to your clients and other emails sent to resources are sometimes incorrectly categorised as spam by the recipient's email server.
We understand that ensuring the recipient receives your invoices is important and we have implemented a number of steps to ensure our emails get through to the person they are supposed to. Unfortunately, it's not entirely within our control, as each email server we send emails to may have different rules for whether or not an email is spam.
These are some of the most common reasons for which an email may end up in the Spam Folder -
- Improper Authentication
- High Complaint Rate - If too many people are flagging your mail as spam, ISPs will take action and will first start sending your mail to the Spam Folder.
- Lack of an Unsubscribe Link
- High Frequency
- Sending to Inactive Users
- Inadequate Content
We have implemented the following measures to ensure our emails are treated as valid and are delivered correctly to the recipient -
- We have created SPF and DKIM records for our domain invoxy.com to ensure that our emails are properly authenticated.
- The service we use to send emails is SendGrid. In the month of this article (Nov 2020) we processed 63,000 requests with 0.00% spam reports
- We haven't added an unsubscribe link to our emails, as our emails are transactional in nature.
- Because our emails are transactional it may mean that the frequency of emails sent is relatively high. This is simply the nature of our business. If your clients don't want to receive multiple emails for each approval request you can mute the approval emails and send a scheduled reminder to the client. They will need to log into Invoxy to approve all requests in one page.
- We only send emails to active users.
- Our content is dynamically specified in the message templates. Please ensure that the subject line of your Message Templates don't contain spammy content - see The Ultimate List of Email SPAM Trigger Words (hubspot.com) for more info.
If your clients or resources are finding that emails sent from Invoxy are ending up in their spam folder please ask them to mark our emails as NOT spam. This will help in improving our sender reputation and help future emails getting through.
For organisations with a centralised IT helpdesk, getting IT to whitelist the domains invoxy.com and post.invoxy.com within their mail systems can make a big difference.