Sending from your own email address

Melissa Gunn
Melissa Gunn
  • Updated

Wondering how to send your documents from your own email address? Here is a quick how-to guide on setting that up.

By default when you send an email through our system to a client, it'll be sent from the email address

We do this because if we were to send from your own address, many email providers, like Gmail, would regard it as spam as it doesn't match the domain sending the email.

Nine times out of ten this is okay. Most clients will see your own name in the 'from' field, and not even look at the email address. When they reply to the email, we use your own email address in the 'reply-to' field, so it will go directly to you.

However, in case you want to send emails from your own address, you can do that. Here's how it works:

  • Click on your name in the header to visit your user profile, or access this via 'Users', and find your profile.

  • Click "Send Using Your Own Email Address" located above the email field (Note: This is a user-by-user setting, not account-wide and you can't send from public domain emails, like or - it needs to be your own hosted email address)

First, you'll select the Generate Signature button 


You'll receive an email from Postmark that asks you to verify your email address: 


Select the link and you'll be taken to a Postmark page that will tell you your email is confirmed.


Next, you'll add your TXT records to your DNS: 


Don't be too intimidated by this. It's fairly easy to add these records to your DNS settings where your email address is hosted. If you don't know how, ask your hosting provider or IT support.

List of how to edit DNS info in popular providers:

Note: Once you add the records to your DNS settings, any other email addresses from that domain will also be done as well, so you only need to do this once. They will still have to verify their email and go through the steps in Proposify.

It may take 12 hours for the records setting to become active, so click the verify button to confirm the records are set up properly:

Once it is verified, you'll then be able to send emails to clients through Proposify using your own email address!

If you already have an SPF for another reason you'll need to merge our SPF record into your existing one, not add a new one:

Here's an example of combining an SPF record:

v=spf1 ~all

This should be changed to:

v=spf1 a mx ~all

You may need assistance from your IT people or your hosting provider to get this working depending on your setup.

Troubleshooting SPF and DKIM validation