By default, purchase orders you send from Stockroom arrive from our address with your store name on them, and replies go to your reply-to address. If you would rather your suppliers see your own email address in the From line, you can connect your own sending domain.
This is an early access feature, and it is free while it is in early access. Purchase orders and receiving are free and stay free; custom sending domains are part of the advanced features we plan to charge for later.
What your suppliers see
Once your domain is verified, a purchase order arrives from the address you chose, for example purchasing@yourcompany.com, with your sender name beside it. Nothing else about the email changes: the same PDF, the same message, the same attachments.
Until it is verified, purchase orders keep sending exactly as they do today. Setting this up can never hold up an order.
What you need before you start
You need an email address on a domain you control, and access to that domain’s DNS settings, usually at whoever you bought the domain from.
Addresses at shared mailbox providers cannot be used - Gmail, Outlook, Hotmail, Yahoo, iCloud and similar. There is no DNS record you can add to prove you own gmail.com, so Stockroom will not accept one.
The address does not have to be a real mailbox, but it is better if it is. If a supplier replies, the reply goes to whatever address you have set as your Reply-to address in Supplier email, and to the From address if you have not set one.
Connect your domain
Go to Settings, open Documents & email, and find Send from your own domain. Press Set up.
Fill in the two fields and press Continue:
From address - the address purchase orders should come from. Stockroom suggests your store contact email, which is usually the one you want.
Sender name - what shows beside the address. Leave it empty to use your store name.
Add the DNS record
Stockroom now shows you one record to add to your domain’s DNS. Copy each field with the Copy button rather than retyping it - a single wrong character is the most common reason a domain never verifies.
Record type is TXT.
Record name is shown two ways. Most DNS hosts want the full name. Some want it without your domain on the end, and Stockroom shows you that shorter version underneath - use whichever your host asks for.
Record value is a long string starting with v=DKIM1. Copy all of it. Most DNS hosts accept it as-is; a few ask you to split long values, and they will tell you if so.
Save the record at your DNS host. You do not need to come back and press anything - Stockroom starts watching for the record straight away and switches you over on its own, usually within a minute or two of your host publishing it. Check DNS is there if you want to force a check while you are looking at the page.
Waiting for it to verify
Most DNS hosts publish a new record within about 15 minutes, but some take up to 48 hours. If the record is not there yet, that is normal - nothing is wrong and there is nothing for you to fix.
You do not have to sit and wait, or keep the page open. Stockroom checks every minute at first and keeps checking through the day, and emails you as soon as your domain goes live - so you can close the page and get on with something else.
Changing or removing it
Press Manage on the card at any time to see your record, change the address, or disconnect.
Change address - if the new address is on the same domain, your DNS record keeps working and nothing needs re-adding. If it is on a different domain, you will get a new record to add.
Disconnect - purchase orders go straight back to sending from our address with your store name. You can reconnect later.
Good to know
One domain per store, and one store per domain. If your domain is already connected to another Stockroom store, get in touch and we will sort it out.
If the DNS record is ever deleted, or your domain lapses, purchase orders go back to sending from our address rather than failing - and we email you to tell you, with the record you need to put back. Your orders keep going out either way, and we start watching again so it switches back on its own once the record returns.
This covers the email your suppliers and trading partners receive: purchase orders, Stockroom Network order notifications and Network invites. Notifications meant for you - stock alerts, scheduled reports, cycle count reminders - still come from us.
Deliverability is still down to your domain. If your domain is brand new or has never sent email, some suppliers’ mail servers may treat the first few messages cautiously.