How to Send Emails from Uku - Complete Guide
TL;DR: Connect your email account (Gmail, Microsoft 365, or custom SMTP) to Uku, create reusable templates with dynamic placeholders, then send emails manually from tasks, set up automated recurring emails tied to task triggers, or send bulk emails. All emails are tracked in the client's communication history.
Who can do this
A company administrator must activate the Emails app and connect at least one email provider.
Any team member can send emails once the integration is active and a default company email is set.
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.
Select the Emails app.
If the app is not yet activated, select Activate.
Select Email Addresses.
Option 1: Gmail Integration
Best for: Companies using Google Workspace.
Setup time: 2-3 minutes.
Feature: Sent emails appear in your Gmail sent folder.
How to connect:
Select 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.
After you reset your Gmail password, you will 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.
Feature: Emails appear in your Outlook sent folder.
How to connect:
Select Connect Microsoft 365.
Sign in with your Microsoft account.
Grant Uku the necessary permissions.
Configure default email settings.
Send a test email to verify the connection.
Option 3: Custom SMTP Server
Best for: Companies with custom email servers or specific requirements.
Setup time: 5-10 minutes.
Feature: Full control over email configuration.
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.
Select Send test email to verify everything works correctly.
If the test fails, double-check your credentials.
Set a 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.
Create Email Templates
Email templates save time and ensure consistency across your team's 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).
Select + Add Template.
Template Components
Every email template includes:
Language Selection -- Select the language for the template. 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.
Template Name -- Give the template a clear, descriptive name (e.g., "Monthly Invoice", "Document Request Reminder"). This name is only visible to your team, not clients.
Email Subject Line -- Use dynamic placeholders to personalize subjects. Example: "Invoice ##{{invoice_number}} for ##{{period_name}}". Available placeholders appear when you start typing
##{{.Email Body Content -- Write your message using plain text or basic formatting. Use placeholders for personalization. Keep the message professional and clear.
Email Signature -- Choose between two font sizes (regular or small). Small font is useful for disclaimers. Include your name, title, and contact information.
Available Placeholders for Email Templates
Uku offers extensive placeholders to make your emails dynamic and personalized.
Client Placeholders
##{{client_name}}-- Client company name##{{contact_name}}-- Contact's first 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)##{{task_start_date}}-- When the task beginsTask custom fields can also be used as placeholders.
Time Period Placeholders
Use period placeholders to reference months, quarters, or years.
Examples:
##{{last_month}},##{{this_quarter}},##{{previous_year}}
Project Placeholders
##{{project_name}}-- Name of the projectContact fields and custom fields from projects are also available.
How to Use Placeholders
Start typing
##{{in the subject or body field.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.
Preview and Test Templates
Before using a new template:
Select Preview to see how the email will look.
Select Send Test Email to send it to yourself.
Check that all placeholders are replaced correctly.
Verify formatting appears as expected.
Make adjustments if needed.
Sending Emails from Uku
Uku supports multiple ways to send emails depending on your workflow needs.
Automated Recurring Emails
Automated recurring emails are sent automatically based on triggers you set up. This is ideal for monthly invoices, regular reminders, or scheduled communications.
When to use: Monthly billing notifications, quarterly tax reminders, annual report requests, routine follow-ups.
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).
Select Save.
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.
Traffic light indicators show email automation status on each task:
Green -- Email successfully sent.
Red -- Email failed to send.
Gray -- Email is pending (waiting for trigger).
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.
Open a one-time task (any task that is not recurring).
Select Email.
Configure the trigger condition, email template, and recipients.
Select Save.
The email will automatically send when the trigger condition is met, but only for this specific task instance.
Manual Emails from Tasks
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.
Open any task (recurring or one-time).
Select Email.
A compose window opens 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.
Optionally select a template, customize content, add attachments, or preview the email.
Select Send.
The email will be sent immediately and will appear in the task's communication history, the client's communication timeline, and your email provider's sent folder.
Emails from Portal Tasks
When a task is shared with the client portal, emails work with both channels.
Open a task that is shared with the client portal.
In the Communication section, compose your email as normal.
Select Send.
The client will see the message both in their email inbox and in the Client Portal under the task. When you assign a portal task to a client, they also receive an automatic notification email using the default Client Portal signature.
Monitor Email Delivery Status
Traffic Light Indicators
Every task displays visual email automation status:
Green -- Email successfully sent. No action needed.
Red -- Email failed to send. Investigate and resend.
Gray -- Email is pending. The trigger condition has not been met yet.
These indicators appear on your dashboard next to each task and on the client's task list.
Failed Email Alerts
If emails from your address fail to send, Uku will send you an email notification, display a red indicator on the task, and show failed emails in a dedicated section.
Resend a single failed email:
Go to the client's Communication tab.
Find the failed email.
Select Resend.
Resend multiple failed emails in bulk:
Navigate to Settings & Apps > Emails > Tools > Outbox for emails.
Review the list of all failed email attempts.
Select the emails you want to resend.
Select Resend all selected.
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.
Select the Communication tab.
You will see all sent emails, timestamps, who sent each email, which task each email relates to, and whether the email was successfully delivered.
Email-to-Task Conversion
Forward emails to Uku to automatically create tasks from the email content.
Receive an email in your inbox (Gmail, Outlook, etc.).
Forward it to uku@getuku.email.
Uku automatically creates a task with the email subject as the task title, the email body as the task description, and any attachments included.
The task appears on your dashboard.
Setup:
Go to Settings & Apps > Emails > Settings.
Find the unique Email-to-Task address.
Select Activate.
Troubleshooting
Emails are not sending. Go to Settings & Apps > Emails and verify the integration shows as "Connected." Select Send test email to check. For Gmail or Microsoft 365, select Reconnect. For SMTP, re-enter your password.
Client says they did not receive an email. Check the task for the email status indicator (green/red/gray). Go to the client's Communication tab and verify the email shows as sent. Confirm the recipient email address is correct and ask the client to check their spam folder.
Automatic emails are not triggering. Open the task and check for the email automation icon. Verify the trigger condition has been met (has the start/due/completion date arrived?). Confirm the email integration is still active.
Wrong template language was sent to a client. Check the client's language setting in Client Profile > Edit > Language. Ensure a template exists in that language under Billing > Email Templates. If missing, create the template in the needed language.