# Email and SMS: your sender, templates and messages

> Connect your own email and SMS sender, and write the messages customers get with a sale, a quote or a payment.

*Section: Team and settings · Updated: 2026-10-19*

By the end you will know how your shop's emails and text messages go out, how to connect your own sender, and how to change the words customers receive.

## How your emails go out

Out of the box, your shop's emails go out through ArmPOS. The customer sees them from **"Your shop via ArmPOS"**, and a reply comes back to your shop's email from **System Settings**. This way has a daily limit, 100 emails a day unless ArmPOS has set another.

Nothing is emailed by itself. A customer gets an email when someone clicks **Email** on a sale, a quotation, a payment or a booking, or ticks **Send Email Receipt** in the POS payment window. A purchase can be emailed to its supplier the same way.

## Use your own mail server

To send from your own address, or more than 100 emails a day, connect your email provider's server.

1. **Open [Settings › Mail Settings](/app/settings/mail_settings).**
2. **Fill the eight fields from your email provider.** **MAIL\_MAILER** is **smtp** for almost every provider. **MAIL\_HOST**, **MAIL\_PORT**, **MAIL\_USERNAME**, **MAIL\_PASSWORD** and **MAIL\_ENCRYPTION** (**tls** or **ssl**) come from your provider. **Sender Name** and **Sender Email** are what customers see.
3. **Click Save & Test Mail.** It saves, then sends a test email to you. "Test email sent successfully" means it works. **Submit** saves without a test.

![Mail Settings: MAIL\_MAILER, MAIL\_HOST, MAIL\_PORT, Sender Name, Sender Email, MAIL\_USERNAME, MAIL\_PASSWORD and MAIL\_ENCRYPTION, with the supported mailers in red under the first, then Submit and Save & Test Mail.](https://armpos.online/storage/help/65da072bd3-email-and-sms-settings-1-mail.webp)
*A new shop's form holds sample values (mailtrap.io, test). They aren't used: mail goes through ArmPOS until you save your own.*

> **Warning:** Once you save your own server, every email uses it, and the page has no way back to sending through ArmPOS. Test before you rely on it.

## Your email texts

**[Settings › Email Templates](/app/settings/email_templates)** holds the words of each email.

1. **Pick the Template language.** Each language keeps its own texts.
2. **Pick the email.** Under **Notification Client**: **Sale**, **Quote**, **Custom Template for Booking** and **Payments Received**. Under **Notification Supplier**: **Purchase** and **Payments Sent**. **Asset validation due** goes to your own team.
3. **Edit the Email Subject and the Email body.** Bold, italic, underline and lists are kept. Links and pictures are taken out.
4. **Use the tags.** Each email lists its **Available Tags**, such as **{contact\_name}** and **{invoice\_url}**. They are replaced with the customer's details when the email goes out.
5. **Click Submit** under that email.

![Email Templates: Template language English, the Notification Client card with the tabs Sale, Quote, Custom Template for Booking and Payments Received, the Sale tab's Available Tags, Email Subject "Your receipt" and the Email body.](https://armpos.online/storage/help/539cd424e5-email-and-sms-settings-2-templates.webp)
*Each tab has its own subject, body and Submit.*

- Emails go out in the shop's default language. A language without its own texts uses the English ones.
- Tags work in the body. In the subject only the booking email replaces them, so keep tags out of the other subjects.
- In **Payments Received** and **Payments Sent**, use **{total\_amount}** for the payment's amount: **{paid\_amount}** reaches the customer as typed.

## Text messages (SMS)

ArmPOS doesn't send text messages for you: you connect your own SMS provider. Then a customer gets a text when someone clicks **SMS** on a sale, a quotation or a payment, or ticks **Send SMS Receipt** in the POS.

1. **Open [Settings › Sms Settings](/app/settings/sms_settings).**
2. **Fill your provider's card.** **Twilio** needs **TWILIO SID**, **TWILIO TOKEN** and **TWILIO FROM**. **Termii** needs its key, secret and sender. **InfoBip** needs its base URL, API key and sender. Any other provider with a web API goes in **Custom SMS Gateway**.
3. **Click Submit** on that card.
4. **Choose it in Default SMS Gateway** at the top, and click **Submit** there.

![Sms Settings: the default sms gateway card with Default SMS Gateway set to twilio and Submit, then the Termii card with Termii KEY, Termii SECRET, Termii Sender and Submit.](https://armpos.online/storage/help/395a478ee6-email-and-sms-settings-3-sms.webp)
*Fill one provider's card, then choose it at the top.*

**Custom SMS Gateway** needs the **API Endpoint URL** from your provider, the **HTTP Method** and **Content Type**, and the fields your provider expects in **Request Headers** and **Request Payload**. Write **{phone}**, **{message}** and **{sender}** where the number, the text and your sender name go. If your provider's answer contains a word that means success, put it in **Success Keyword (optional)**.

There is no test button for SMS: send one from a sale to your own number to check.

**[Settings › SMS Templates](/app/settings/sms_templates)** holds the texts, by language, like the email templates: **Sale**, **Quote**, **Payments Received**, **Subscription Reminder**, **Purchase** and **Payments Sent**.

## What's next

Send a receipt by email from the POS in [Take payments and print receipts](/app/help/take-payments-and-print-receipts).