How does the Emails app work?
TL;DR: The Emails app lets you send one-time or automated emails directly from Uku, replacing repetitive manual emails with template-driven, scheduled messages triggered by task events.
Who can do this
Uku account Owners or Admins can activate and configure the Emails app
Uku users with email permissions can send emails and manage templates
Why use the Emails app?
Emails that accountants send to clients are often similar in content and go to the same people. The Emails app automates this process.
For example, three days before you start a Monthly accounting task, you can automatically send a letter to the client asking for missing documents.
Set up and start sending emails from Uku
Step 1: Activate the Emails app
Open Settings & Apps from the main menu.
Find and select the Emails app.
Select Activate.
For detailed instructions, see: How to activate and set up the Emails app
Step 2: Set up email domains
In the Emails app settings, configure your email domain so messages are sent from your company address.
Connect your email provider (Gmail, Microsoft 365, or custom SMTP).
For detailed instructions, see: How to activate and set up the Emails app
Step 3: Add email templates
Navigate to the Emails app.
Create templates with reusable content and dynamic placeholders for client names, dates, and other details.
For detailed instructions, see: How to create, edit, and delete email templates
Step 4: Send one-time emails
Open a task or client profile.
Select the Email option.
Choose a template or compose a message, then send.
For detailed instructions, see: How to send emails to a client from Uku
Step 5: Automate emails
Set up automation rules that trigger emails based on task events (for example, a set number of days before a task starts).
Choose which clients and templates to use for each automation.
For detailed instructions, see: How to send automatic emails from Uku
Tip: Start by creating a few commonly used templates (such as a document request and a monthly reminder), then set up automations for recurring tasks. This saves the most time with minimal setup.
Troubleshooting
Emails are not being sent: Verify that your email domain is correctly configured in the Emails app settings. Check that the email provider connection (Gmail, Microsoft 365, or SMTP) is active and authenticated.
Client received a blank or incorrectly formatted email: Review your email template for broken placeholders. Ensure dynamic fields like client name and date are correctly formatted and that the client profile has the required data filled in.
Automated emails are not triggering: Confirm that the automation rule is active and that the task meets the trigger conditions (for example, the task has a start date set). Check that the client has a valid email address in Uku.
Emails are going to spam: Ensure your email domain's DNS records (SPF, DKIM, DMARC) are properly configured. Sending from a verified company domain rather than a generic address improves deliverability.