This guide explains how to set up email integration in Uku and manage different types of email communications. You'll learn how to send invoices automatically or manually, set up recurring email automations, handle bulk emails, and manage client replies—all from within Uku.
Introduction to Email Management in Uku
Email is the backbone of accounting firm communication. Between sending invoices, requesting documents, following up on tasks, and keeping clients informed, your team likely sends hundreds of emails each week. Uku's Email Management app centralizes all this communication, saving your team approximately 8 hours per team member monthly.
Instead of switching between your inbox and practice management software, you can:
Send emails directly from your company email address through Uku
Automate recurring emails tied to task workflows
Track all client communication in one centralized timeline
Monitor email delivery status with visual indicators
Ensure all team members can see client communication history
Step 1: Connect Your Email Account to Uku
Before you can send emails from Uku, you need to connect your email server. Uku supports three integration methods.
Navigate to Email Settings
Go to Settings & Apps (from the main menu)
Click on Emails app
If the app isn't activated yet, click Activate
Select Email Addresses
Choose Your Email Provider
Uku offers three connection options:
Option 1: Gmail Integration
Best for: Companies using Google Workspace
Setup time: 2-3 minutes
Features: Sent mails appear in your Gmail sent folder
Status: Requires periodic re-authentication
How to connect:
Click Connect Gmail
Authorize Uku to access your Gmail account
Set a default company email address for all members
Send a test email to verify the connection
NB!: After you reset your Gmail password, you'll need to reconnect the integration in Uku.
Option 2: Microsoft 365 (Outlook) Integration
Best for: Companies using Microsoft 365 or Office 365
Setup time: 2-3 minutes
Features: Emails appear in your Outlook sent folder
Status: Automatic synchronization
How to connect:
Click Connect Microsoft 365
Sign in with your Microsoft account
Grant Uku the necessary permissions
Configure default email settings
Test the connection
Option 3: Custom SMTP Server
Best for: Companies with custom email servers or specific requirements
Setup time: 5-10 minutes
Features: Full control over email configuration
Status: Manual configuration required
How to connect:
Select Custom SMTP Server
Enter your SMTP server details:
SMTP server address
Port number (usually 587 or 465)
Username (your email address)
Password
Encryption method (TLS/SSL)
Fill in all required fields
Click Send test email to verify everything works correctly
If the test fails, double-check your credentials
Set Default Company Email
After connecting your email provider:
Go to Emails → Settings
Choose a default company email that will be used by all team members
This email will be the sender address for automated emails
Individual members can override this for manual emails if needed
Step 2: Create Email Templates
Email templates save time and ensure consistency across your team communications. You can create templates for invoices, task notifications, reminders, and more.
Access Email Templates
Navigate to Billing → Email Templates (for invoice templates)
Or go to Settings & Apps → Emails → Templates (for general templates)
Click + Add Template
Template Components
Every email template includes:
1. Language Selection
Select the language for the template
When sending emails, Uku automatically uses the correct language based on the client's language setting
If no template exists in the client's language, the English template is sent
You can create the same template in multiple languages
2. Template Name
Give your template a clear, descriptive name
Examples: "Monthly Invoice", "Document Request Reminder", "Overdue Payment Notice"
This name is only visible to your team, not clients
3. Email Subject Line
Use dynamic placeholders to personalize subjects
Example: "Invoice {{invoice_number}} for {{period_name}}"
Available placeholders appear when you start typing
{{
4. Email Body Content
Write your message using plain text or basic formatting
Use placeholders for personalization
Keep the message professional and clear
Include necessary details and next steps
5. Email Signature
Choose between two font sizes (regular or small)
Small font is perfect for disclaimers
Include your name, title, contact information
Add company branding if desired
Available Placeholders for Email Templates
Uku offers extensive placeholders to make your emails dynamic and personalized.
{{client_name}}- Client company name{{contact_name}}- Contact's first name (not full name){{contact_full_name}}- Contact's full name{{client_primary_user}}- Assigned accountant's nameCustom client fields are also available as placeholders
Invoice Placeholders:
{{invoice_number}}- Automatic invoice number{{period_name}}- Billing period (e.g., "August 2025"){{invoice_date}}- Date invoice was created{{due_date}}- Payment due date{{total_amount}}- Total invoice amount with currency
Task Placeholders:
{{task_title}}- Name of the task{{task_due_date}}- Task deadline (supports international date formats as of February 2024){{task_start_date}}- When task beginsTask custom fields can be used as placeholders
Time Period Placeholders:
Use period placeholders to reference months, quarters, or years
Example: "{{last_month}}", "{{this_quarter}}", "{{previous_year}}"
Perfect for recurring tasks that need period-specific information
Project Placeholders:
{{project_name}}- Name of the projectContact fields from projects
Project custom fields
How to Use Placeholders:
A dropdown menu will show available placeholders
Select the placeholder you want to use
The system will automatically replace it with actual data when sending
Example email template:
Subject: Invoice {{invoice_number}} - {{period_name}} Dear {{contact_name}}, Please find attached invoice {{invoice_number}} for services provided during {{period_name}}. Total amount: {{total_amount}} Due date: {{due_date}} If you have any questions, please don't hesitate to contact your accountant, {{client_primary_user}}. Best regards, [Your company name]
Preview and Test Templates
Before using a new template:
Click Preview to see how the email will look
Click Send Test Email to send it to yourself
Check that all placeholders are replaced correctly
Verify formatting appears as expected
Make adjustments if needed
Step 3: Sending Emails from Uku - All Methods
Uku supports multiple ways to send emails depending on your workflow needs. Let's explore each scenario.
Scenario 1: Automated Recurring Emails
Automated recurring emails are sent automatically based on triggers you set up. This is perfect for monthly invoices, regular reminders, or scheduled communications.
When to use: Monthly billing notifications, quarterly tax reminders, annual report requests, routine follow-ups
How to set up automated recurring emails:
Open a recurring task in your client's task plan
Select Email
Choose your trigger condition:
On task start date - Email sends when the task's start date arrives
On task due date - Email sends on the deadline
On task completion - Email sends after the task is marked as done
Custom days before/after - Email sends X days relative to the task
Select the email template you want to use
Choose the recipient (client contact, primary user, or specific email)
Save the automation
Important: When you set up email automation on a recurring task, every future instance of that task will automatically send the email when the trigger condition is met.
Example use case:
Task: "Monthly bookkeeping - August 2025"
Email automation: Send invoice email on task start date (August 1st)
Template: "Monthly Invoice" template
Recipient: Client's primary contact
Result: On August 1st, the invoice email is automatically sent without any manual action
Visual indicator: As of June 2025, every task displays a traffic light status for email automations:
Green = Email successfully sent
Red = Email failed to send
Gray = Email is pending (waiting for trigger)
Scenario 2: One-Time Automatic Emails
One-time automatic emails are set up on individual tasks (not recurring) and send automatically when a trigger occurs.
When to use: Project milestones, one-off reminders, special notifications, client onboarding steps
How to send one-time automatic emails:
Open a one-time task (any task that's not recurring)
Select Email
Configure the same settings as recurring emails:
Trigger condition
Email template
Recipients
Save the automation
The email will automatically send when the trigger condition is met, but only for this specific task instance.
Example use case:
Task: "Prepare Q3 financial report for Client XYZ"
Email automation: Send notification when task is marked as done
Template: "Report ready" template
Recipient: Client's CFO
Result: As soon as you mark the task complete, the client's CFO receives an automatic notification
Scenario 3: Manual Emails from Tasks
Sometimes you need to send an email immediately without setting up automation. Manual emails give you full control over content and timing.
When to use: Quick questions, urgent requests, personalized messages, ad-hoc communication
How to send manual emails from tasks:
Open any task (recurring or one-time)
Click Email
A compose window will open with:
To: Pre-filled with the client's primary contact (can be changed)
CC: Add additional recipients if needed
Subject: Enter your subject line (or use a template)
Body: Type your message (or select a template to populate)
Attachments: Add files from the task or your computer
You can:
Select a template to pre-fill the email
Customize the template content before sending
Add attachments from the task
Preview the email
Click Send
The email will be sent immediately and will appear in:
The task's communication history
The client's communication timeline
Your email provider's sent folder (Gmail or Outlook)
Scenario 6: Email from Portal Task
How email works with Portal tasks:
Sending emails from Uku:
Open a task that's shared with the client portal
In the Communication section, compose your email as normal
Send the email
The client will see the message both:
In their email inbox
In the Client Portal under the task
Client portal notifications:
When you assign a portal task to a client, they receive an automatic notification email
The notification uses the default Client Portal signature you've set up
Clients can click through to view the task in the portal
Step 5: Monitor Email Delivery Status
Knowing whether your emails are actually being delivered is crucial. Uku provides several ways to monitor email status.
Traffic Light Indicators
Every task now displays visual email automation status:
🟢 Green = Email successfully sent
The email was delivered to the recipient
No action needed
🔴 Red = Email failed to send
There was an error during delivery
You need to investigate and resend
⚪ Gray = Email is pending
The trigger condition hasn't been met yet
Email will send when the condition is satisfied
Where to see these indicators:
On your dashboard next to each task
On the client's task list
Failed Email Alerts
If emails from your address fail to send, Uku will:
Send you an email notification informing you of the failure
Display the failure on the task with a red indicator
Show failed emails in a dedicated section
How to handle failed emails:
Resend a single failed email:
Go to the client's Communication tab
Find the failed email
Click Resend
Resend multiple failed emails in bulk:
Navigate to Settings & Apps → Emails → Tools -> Outbox for emails.
You'll see a list of all failed email attempts
Select the emails you want to resend
Click Resend all selected
Uku will attempt to send them again
Common reasons for email failures:
Email server connection is lost (password changed)
Recipient's email address is invalid
Email server is experiencing temporary issues
Your email account has reached sending limits
Authentication has expired and needs renewal
Checking Email History
To see all emails sent to a specific client:
Open the client's profile
Click the Communication tab
You'll see:
All sent emails
Timestamps
Who sent each email
Which task each email relates to (New in April 2025)
Whether the email was successfully delivered
Troubleshooting Common Email Issues
Problem: Emails Are Not Sending
Possible solutions:
Check your email integration status:
Go to Settings & Apps → Emails
Verify the integration shows as "Connected"
Test your connection:
Click Send test email
Check if you receive it
Re-authenticate:
For Gmail/Microsoft 365: Click Reconnect
For SMTP: Re-enter your password
Check for failure notifications in your email inbox
Problem: Client Says They Didn't Receive Email
Steps to investigate:
Check the task for email status (green/red/gray indicator)
Go to client's Communication tab
Verify the email shows as sent
Confirm the recipient email address is correct
Check the client's spam folder
Ask client to whitelist your domain
Resend the email if needed
Problem: Automatic Emails Not Triggering
Checklist:
Verify email automation is set up on the task:
Open the task
Check for email automation icon
Confirm the trigger condition:
Has the start/due/completion date arrived?
Is the task status correct?
Check the email integration is active
Look for the gray pending indicator
Problem: Wrong Template Language Sent
Solution:
Check client's language setting:
Open Client Profile
Click Edit
Verify Language field
Ensure template exists in that language:
Go to Billing → Email Templates
Check if the template has the correct language version
If missing, create the template in the needed language
Advanced Email Features
Email-to-Task Conversion
Forward emails to Uku to automatically create tasks:
How it works:
You receive an email in your inbox (Gmail, Outlook, etc.)
Forward it to uku@getuku.email to automatically create tasks from the email content.
Uku automatically creates a task with:
Email subject as task title
Email body as task description
Any attachments included
The task appears on your dashboard
Setup:
Go to Settings & Apps → Emails → Settings
Find unique Email-to-Task address
Activate button
