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POS Email Settings

Configure email receipts and transaction notifications for point-of-sale transactions.

POS Email Settings control when and how customers receive email receipts, refund notifications, and other transaction-related communications from the register.

Navigation: Settings → Email → POS Email Settings

Email Receipt Configuration

Enable Email Receipts

Send Email Receipt After Sale

  • Automatically email receipt to customer after payment
  • Requires customer email address
  • Must have email configured (see Email Settings)

To enable:

  1. Settings → Email → POS Email Settings
  2. Toggle Enable Email Receipts: On
  3. Save

Receipt Email Template

Email Template Selection

  • Professional template with company branding
  • Includes transaction details
  • Customizable (if available)

To select template:

  1. Settings → Email → POS Email Settings
  2. Find Receipt Template
  3. Select from available templates
  4. Preview to verify
  5. Save

When Email is Sent

Trigger Events (choose when to send):

  • After successful payment - Immediately after sale completes
  • Customer request only - Only if customer requests
  • Both - Default offer, allow customer choice

To configure:

  1. Settings → Email → POS Email Settings
  2. Find Send Receipt Email
  3. Select trigger option
  4. Save

Best Practice: Default to "Customer request only" to respect privacy and reduce email volume.

Email Content Settings

Email Subject Line

Custom Subject Line

  • What appears in "Subject" line
  • Example: "Your Receipt - Store #1"
  • Default: "[Store Name] Receipt #[Receipt Number]"

Email Body

Email Message

  • Additional message in email body
  • Example: "Thank you for your purchase!"
  • Optional -can be blank

Included Information

Configure what appears in email receipt:

  • ✅ Itemized purchases (always included)
  • ✅ Totals and tax (always included)
  • ✅ Payment method (always included)
  • ☑ Customer name
  • ☑ Store/location info
  • ☑ Return policy
  • ☑ Customer service contact

To select:

  1. Settings → Email → POS Email Settings
  2. Find Email Content
  3. Check/uncheck items
  4. Save

Customer Email Capture

Collect Customer Email

When to Request Email

  • At end of transaction
  • On optional basis
  • Can be required if needed

To configure:

  1. Settings → Email → POS Email Settings
  2. Find Email Request
  3. Select behavior:
  4. Don't ask
  5. Optional (ask, allow skip)
  6. Required
  7. Save

Email Validation

Validate Email Format

  • System verifies valid email format
  • Prevents typos in email addresses
  • Prompts for correction if invalid
  • Default: Enabled

Storing Customer Email

Save Email for Future Use

  • Email address stored with customer profile
  • Can be reused for future transactions
  • Requires customer's consent (if required by privacy law)
  • Useful for customer history

To enable:

  1. Settings → Email → POS Email Settings
  2. Toggle Save Customer Email: On
  3. Save

Email Retry & Reliability

Failed Email Handling

What Happens if Email Fails

  • Placed in retry queue
  • Retried based on retry policy
  • Customer receives eventually or email fails after max attempts
  • Transaction still completes (email independent of payment)

Retry Attempts

Uses same retry policy as Email Settings:

  • Max Attempts: 3 (default)
  • Retry Interval: 5 minutes (default)
  • Max Age: 24 hours (default)

To adjust, see Email Settings retry policy.

Failed Email Notification

Notify When Email Fails

  • Alert if email can't be delivered
  • After final retry attempt fails
  • Sends to admin email
  • Default: Enabled

Refund Email Notifications

Email on Refund

Send Email When Refund Issued

  • Customer notified of refund
  • Shows refund amount and reason
  • Includes return instructions if applicable
  • Default: Enabled

To enable/disable:

  1. Settings → Email → POS Email Settings
  2. Toggle Email on Refund
  3. Save

Refund Email Content

Includes: - Original receipt reference - Refund amount - Refund method - Date/time of refund - Return authorization (if applicable) - Restocking fee (if applicable)

Receipt Email Schedule

Batch Email Sending

Send Emails Immediately or Batched

  • Immediate - Send right away (uses server resources)
  • Batched - Group and send every N minutes (better performance)

To select:

  1. Settings → Email → POS Email Settings
  2. Find Email Schedule
  3. Select Immediate or Batched
  4. If Batched, set interval (e.g., every 5 minutes)
  5. Save

Bulk Email Limits

Rate Limiting

  • Limit emails per minute (to avoid overwhelming mail server)
  • Range: 1-100 emails per minute
  • Default: 10 emails per minute

To configure:

  1. Settings → Email → POS Email Settings
  2. Find Email Rate Limit
  3. Set emails per minute
  4. Save

Testing Email Receipts

Send Test Receipt Email

To test receipt email:

  1. Settings → Email → POS Email Settings
  2. Click Send Test Receipt
  3. Enter customer email address
  4. Click Send
  5. Verify receipt in inbox

Test email includes: - Sample items and prices - Sample totals and tax - All configured content - Current template

Preview Receipt Template

To preview without sending:

  1. Settings → Email → POS Email Settings
  2. Click Preview Receipt Template
  3. View sample receipt layout
  4. Check formatting and content
  5. Close preview

Email Compliance

Email Consent Requirements

  • Respect customer privacy preferences
  • Some jurisdictions require opt-in
  • Consider privacy regulations:
  • GDPR (EU)
  • CCPA (California)
  • Others as applicable

Best practice: - Only send if customer agrees - Allow easy opt-out - Document consent

Unsubscribe Options

Allow Customers to Opt-Out

  • Include unsubscribe link/instructions
  • Respect do-not-email requests
  • Maintain unsubscribe list
  • Don't re-add after opt-out

Troubleshooting

Email Receipts Not Sending

  • Verify Email Receipts enabled
  • Check Email Settings provider is configured
  • Verify customer email captured
  • Send test receipt to confirm setup
  • Check email queue for failures

Receipts Going to Spam

  • Sender reputation issue (domain/IP)
  • SPF/DKIM not configured
  • Content flagged as spam
  • Check with mail provider

To fix: - Configure SPF/DKIM records - Review email content - Use professional sender address - Monitor for spam complaints

Missing Email Information

  • Verify template includes desired content
  • Check content settings
  • Preview template before enabling
  • Test with sample receipt

Best Practices

  • ✅ Test configuration immediately
  • ✅ Respect customer privacy preferences
  • ✅ Use professional email template
  • ✅ Make email request optional (not required)
  • ✅ Verify email captured before sending
  • ✅ Include unsubscribe/opt-out options
  • ✅ Monitor failed email queue
  • ✅ Review delivery success rates
  • ✅ Customize template with branding
  • ✅ Comply with privacy regulations
Email Settings

General email configuration

SMTP Setup

SMTP server configuration

Gmail Setup

Gmail configuration

Office 365 Setup

Office 365 configuration