Automatic email reminders and your own provider

Prestafolio automatically emails your clients when a charge is coming up or when they are already late. This article explains what it sends, how to turn it off, how much you can send on your plan, and how to stop depending on that limit by connecting your own email provider.

What the system notifies, and who gets it

Every day, without you doing anything, Prestafolio reviews your portfolio and sends the client (never you) one of these three emails, as long as they have an address on file:

For services, at most one arrears notice per contract, per day, even if several charges are piled up overdue: if a client has several overdue contracts, each contract sends its own. Loans work differently: at most one arrears notice per debtor, per day, about their most overdue loan; if they have several overdue loans, they get a single email and the rest are not named in it. None of the three notices collects, deducts, or changes anything: they only notify. On your side, the delay still shows up inside the app whether these emails are on or off. See Arrears and Arrears on services for how each surcharge is calculated.

The email the client receives is always sent in Spanish, no matter what language you use inside Prestafolio: it is the debtor's language, not yours.

How to turn the reminders off

There are two switches, and both need to be on for an email to go out: turning off either one silences all three notices at once.

1. Per client. On their file, while editing them, a single switch turns off the three automatic notices for that one client, without touching the rest of your portfolio. See Registering a client.
2. For the whole company. In Settings, on your company's profile, a general switch turns off automatic notices for every client at once, with no need to go client by client.

Turning off either switch does not affect the receipt you send yourself from a collection, or any other email you send by hand: it only silences the three automatic notices in this list.

Paid plans only, with a daily courtesy limit

The Free plan sends no automatic emails at all, whether the switch is on or not. Paid plans do, but with a daily courtesy limit per company, shared across all three notice types:

It is a courtesy limit, not a volume promise: if you run out on a given day, the remaining notices simply do not go out (they are not lost as an error, they are retried on their own the next time your portfolio is reviewed). If your operation needs to send more emails than your plan covers, the way out is not to switch plans: it is to connect your own email provider, with no commercial limit in the way.

Your own email provider, with no commercial limit

Setting up your own email provider is available on every paid plan (Basic, Gold and Premium). Instead of sharing the platform's pool, Prestafolio sends your notices through your own account and your own sender, without the limit in the table above.

The provider Prestafolio uses, and the only one you can connect as your own, is Brevo.

How to get the credential

1. Go to brevo.com and create an account (the free one is enough to start; its free tier is explained further down).
2. Inside Brevo, go to the API keys section (under "SMTP & API") and generate a new v3 API key.
3. In Prestafolio, go to Settings and open your own email provider's section. Paste the key there, and enter the sender email and sender name you want your clients' notices to arrive from.
4. Save. Prestafolio asks you to send a test email before accepting the configuration: as soon as your email provider accepts that send, it is verified and, from that moment on, your automatic notices go out through your own account.

Only the account owner can set up or change this credential: not even an agent with access to Billing can do it. See Managing your subscription.

Verifying your sender domain

If you send from an address on your own domain (say, notices@yourcompany.com) without verifying it, a large share of those emails end up in spam or get rejected outright. To avoid that:

1. In Brevo, go to the sender domains section and add your domain.
2. Brevo gives you a few records (SPF and DKIM) to add in your domain's DNS panel (wherever you bought or manage it).
3. Once those records propagate, Brevo confirms the domain as verified.

If you do not have your own domain, you can still use a generic email service as your sender, but deliverability and a professional look improve a lot with a verified domain of your own.

If a send fails

If an automatic notice fails to go out with your own credential, Prestafolio notifies you, once a day, through its own channel (not through yours, which is exactly the one that is failing), and that notice does not use up your courtesy limit. While the failure is unresolved, your clients get no automatic notices through this route: check your setup in Settings and send the test again.

Brevo's free tier, and its pricing

Brevo has a free-forever plan, no card required, with a limit of up to 300 emails a day. For most businesses just getting started, that free tier is more than enough, even above the courtesy limit Prestafolio gives you.

If your operation grows and you need to send more, Brevo's pricing is tiered by volume: you move up a tier depending on how many emails you send a month, and you only pay for what you actually use. That relationship is directly between you and Brevo: Prestafolio charges nothing for it and keeps no part of it.