Send LedgerTitan Workflow Emails from Outlook or Gmail

Practice software that “emails from whoever clicked Complete” creates three problems:

• Trust — clients filter unknown From addresses, or reply to the wrong person
• Continuity — staff leave, go on leave, or never connected their inbox, and the step silently fails
• Separation of duties — a partner’s personal inbox is the wrong place for template-driven client notices

LedgerTitan treats the Workflow email sender as a subscription (and, on Gold+, organization) setting. You OAuth-connect Outlook or Gmail for that purpose. Tokens are stored encrypted; LedgerTitan never sees the mailbox password.

The dedicated mailbox is the From address for firm-initiated mail, including:

• Send Email steps on projects and tasks (chase missing documents, kickoff notes, status updates)
• Reminders that auto-execute an email step when the reminder fires
• Attachments such as a timesheet CSV for the project period, a document-analysis export, or a file you attach on the step
• Client invoice notifications when your firm emails an invoice from the workspace
• Organization invites and other subscription/org service mail that should look like your practice

Recipients are whoever you configure on the step: users, teams, clients, plus optional extra To addresses. That is independent of who is logged in when the step runs.

Personal Emails (read, reply, compose) stays on each user’s own linked mailbox. Disconnecting a personal inbox does not remove the Workflow email sender, and vice versa.

Subscription owners connect the sender from Settings → Subscriptions (Manage subscription) or, for a Gold+ override, Settings → Organizations.

1. Choose Connect Outlook or Connect Gmail on the Workflow email sender field.
2. Sign in with the mailbox you want clients to see—typically a shared practice address such as [email protected], not a personal login.
3. Grant send (and related) permission so LedgerTitan can deliver on your behalf through Microsoft Graph or the Gmail API.
4. Confirm the field shows Active sender with that address.

You can reuse an address that is already linked for personal Emails; LedgerTitan stores a dedicated automation integration separately so inbox linking and workflow sending do not collide.

If no sender is connected yet, owners see a one-time prompt on firm pages after sign-in. You can dismiss it and finish later in Settings.

Every plan has a subscription-wide workflow sender. All organizations inherit it unless you override.

On Gold and Platinum, each organization can pick a different dedicated mailbox—useful when a US entity and a Canadian entity should send from different domains, or when an acquired practice keeps its own Google Workspace or Microsoft 365 tenant. Clear the organization override to inherit the subscription sender again.

Bronze and Silver still automate mail; they share one sender across the subscription. That matches how those tiers handle a single organization.

Two different jobs, two connections:

Staff can work mail next to clients and projects without making every automated notice come from their own account.

• Sign-in uses Microsoft or Google OAuth. LedgerTitan never receives the mailbox password.
• Mail is sent through Microsoft Graph or Gmail on your behalf; we do not archive the entire mailbox in LedgerTitan.
• OAuth tokens are encrypted at rest and used only to send (and, for Emails, to display) mail you asked for.
• Disconnect the workflow mailbox in Settings, or revoke LedgerTitan in your Microsoft or Google account, and we delete the stored tokens.

For how we handle connected-mailbox data in more depth, see the privacy policy. LedgerTitan has also completed CASA AL1 (formerly CASA Tier 2) for restricted Google API access.