Subscription Tier: Pro only (requires active trial or Pro plan + email delivery configured)
Apex Rental Pro can send several types of emails on your behalf. Your account may use the Apex sender, or you can connect your own email account with SMTP so customers see your business sender.
Before any email can be sent:
- Email delivery must be configured — check Settings > Email Delivery. If you want mail sent from your own email account, fill in your SMTP host, port, username, password, and security settings. Click Test Connection to verify.
- Pro plan (or active trial) — all email features are gated to Pro plan subscribers. Trial users have full access during their trial period.
You can check whether email is configured in the app. If email delivery is not set up, email buttons will be unavailable or show an error.
Important:
Most providers do not allow your normal email password to be used for SMTP. You’ll usually need to generate an App Password.
Works for both personal Gmail accounts and Google Workspace domains.
-
Sign in to your Google account
https://myaccount.google.com
-
Go to Security
-
Enable 2-Step Verification (if not already enabled)
-
Once enabled, go to App passwords
https://myaccount.google.com/apppasswords
-
Create a new app password:
-
App: Mail
-
Device: Other → name it Apex Rental Pro
-
Google will generate a 16-character password. Copy it — you won’t see it again.
Applies to Outlook.com, Hotmail, and Microsoft 365 business accounts.
-
Sign in to your Microsoft account
https://account.microsoft.com/security
-
Enable Two-step verification
-
Go to Advanced security options
-
Create an App password
-
Name it Apex Rental Pro
-
Copy the generated password
-
Host: smtp.office365.com
-
Port: 587
-
Username: your full email address
-
Password: the App Password
-
Encryption: STARTTLS
-
Secure: false
-
Note: Some Microsoft tenants block SMTP by default.If emails fail, an admin may need to enable SMTP AUTH in the Microsoft 365 Admin Center.
Yahoo requires app passwords and is stricter than it used to be.
-
Account Security enabled
-
App Password created
-
Sign in to Yahoo Mail
https://login.yahoo.com/account/security
-
Enable Account Key or 2-step verification
-
Generate an App password
SMTP Settings:
-
Host: smtp.mail.yahoo.com
-
Port: 587
-
Username: your full Yahoo email address
-
Password: the App Password
-
Encryption: STARTTLS
-
Secure: false
After entering SMTP settings in Apex Rental Pro → Settings → Email Delivery:
If the test passes but emails don’t arrive:
- Wrong password: Regular email passwords will fail — use App Passwords.
- 2FA disabled: App passwords won’t exist without 2-step verification.
- Firewall blocking port 587: Rare, but possible on locked-down networks.
- SMTP test ≠ delivery: The test checks connection only, not inbox delivery.
- SMTP credentials are stored securely by Apex Rental Pro.
- Emails are sent from your account when you connect your own SMTP credentials. Otherwise, they use the Apex sender configured for your account.
- Apex Rental Pro does not add unsubscribe links automatically.
- Be mindful of bulk/broadcast emails to avoid spam flags.
- If you’re using another provider (SendGrid, Mailgun, Zoho, custom hosting), see the Other Providers guide or contact support.
Send a professionally formatted quote to a customer:
- Open a quote.
- Click Email Quote.
- The customer receives an email containing:
- A formatted quote PDF attachment with your branding (logo, business name, contact info)
- All line items with quantities and pricing
- Subtotal, tax, delivery fee, discount, deposit, and total amounts
- Any customer-facing notes
- If layouts are attached to the quote, layout PDFs are included as additional attachments
Requirement: The quote must have a customer email address.
Send an invoice to a customer for a completed or booked event:
- From the event detail panel or quote detail, click Email Invoice.
- The customer receives:
- An invoice PDF labeled as "Invoice" with full pricing breakdown
- Deposit payment status (paid/unpaid)
- Layout PDFs if attached to the quote/invoice
Send electronic contracts for customer signing:
- From the event detail panel, click Send Contract.
- The system identifies which contract templates apply to the event.
- An email is sent with a secure signing link.
- The customer reviews and signs online.
- You receive a signed contract notification email when the customer completes signing.
See the Contracts documentation for full details on the contract workflow.
Send a custom one-off email to any customer from the Customers section:
- Navigate to Customers and find the customer.
- Click Send Email.
- Enter a subject and message body.
- Click Send.
This is a simple free-form email — no template or PDF attachment — for general communication.
Send pay stubs to individual employees or all employees at once:
Individual employee:
- Navigate to Timesheets > Payroll Summary.
- Set the pay period date range.
- Click the email icon next to an employee.
- The employee receives a pay stub email with their shift details, hours, and calculated pay.
All employees at once:
- From the Payroll Summary, click Email All Pay Stubs.
- Every active employee with an email address receives their individual pay stub for the selected period.
Notify an employee when their schedule changes:
- From the assignment management area, after updating an employee's event assignments, click Send Schedule Notification.
- The employee receives an email listing their upcoming assignments.
Send the same message to all active employees:
- Navigate to Employees > Broadcast Email (or from the Email section).
- Enter a Subject and Message.
- Click Send.
- The email is sent to every active employee who has an email address on file.
- SMTP test only verifies connection: The "Test Connection" button verifies that your SMTP credentials are correct and the server is reachable. It doesn't send a test email. If the test passes but emails still aren't arriving, check your spam folder.
- Email fails silently in some cases: If an email fails to send, the UI shows an error message, but the underlying event or quote is not affected. You can retry sending after fixing the issue.
- Layout PDFs require Pro + layouts: Quote emails only include layout PDFs if: (a) layouts are attached to the quote, and (b) you're on the Pro plan. If you're on Starter, layouts won't be attached.
- Customer email is required on the record: To email a quote or invoice, the quote must have a customer email address filled in. If the field is blank, you'll see an error. Add the email to the quote first.
- Broadcast emails go to all active employees with emails: Make sure employee email addresses are up to date. Deactivated employees don't receive broadcast emails.
- Pay stubs show calculated hours only: The pay stub email calculates hours from complete time entries (those with both a clock-in and clock-out). Open entries (missing clock-out) are excluded from the calculation.
- Sender depends on your setup: If you connect your own SMTP credentials, customers see your business email address as the sender. If your account uses the Apex sender, customers see the Apex sender with your business reply-to details when available.
- No email unsubscribe mechanism: There's no built-in unsubscribe link in outgoing emails. Be mindful of email frequency when using broadcast emails.