Microsoft’s move to enforce modern authentication could lead to emails sent from QuickBooks and Xero being incorrectly flagged as spam. This is because these accounting software platforms often use older, less secure methods for sending emails, which may not comply with the new authentication requirements.
Here’s why this happens and what you can do:
Why emails might be going to spam:
- Third-party email servers: QuickBooks and Xero often send emails from their own servers, which can be flagged by spam filters, especially if they are sending a high volume of emails.
- Modern authentication: Microsoft’s switch to modern authentication requires stricter security protocols for sending emails, and older applications like QuickBooks and Xero may not be fully compatible.
- Authentication failures: If QuickBooks or Xero cannot properly authenticate with Microsoft’s email servers, your invoices might be rejected or marked as spam.
- SPF and DKIM records: Proper configuration of SPF and DKIM records is essential for verifying the authenticity of emails and avoiding spam filters. If these records are not set up correctly, emails may be flagged. I’ve update our DNS record to v=spf1 include:_spf.google.com include:xero.com -all
What you can do to mitigate this issue:
- Use a third-party app: Consider using an app which allows you to send invoices directly from your own email domain, reducing the chances of being flagged as spam.
- Configure email settings in QuickBooks and Xero: Check if you can configure your email settings to use a different server or authentication method that complies with Microsoft’s requirements.
- Update to the latest versions: Ensure you are using the latest versions of QuickBooks and Xero, as they may include updates that address compatibility issues with modern authentication.
- Contact support: If you continue to experience issues, reach out to QuickBooks or Xero support for assistance.
- Educate your customers: If invoices are going to spam, inform your customers that they should check their spam folders or add you to their trusted senders list.