Sent through your own server
The messages go out from your own company.
- Your own SMTP configuration
- Encrypted connection
- The company sender address
- No outside intermediary
A separately licensed module
E-mail in the CRM, receiving, sending and templates, in a single module
A single module covers both directions of correspondence: incoming messages enter the inbox and attach to the customer record, while quotations, invoices, documents to sign and reminders go out from the application, through your own server, with centrally administered templates and a full log of what was sent.
From $2,900 excl. VATone-time payment, no monthly subscription- Sent through your own server
- Centrally administered templates
- Documents attached automatically
- A sending log
- Delivery errors, visible
Sent through your own server
Centrally administered templates
Documents attached automatically
In short
E-mail in the CRM: a unified inbox, sending and templates. A single module covers both directions of correspondence: incoming messages enter the inbox and attach to the customer record, while quotations, invoices, documents to sign and reminders go out from the application, through your own server, with centrally administered templates and a full log of what was sent. A separately licensable module. Permanent licence, installed on the company server and unlimited users.
Works together with: Messenger and Instagram, WhatsApp Business, Web quotation with tracking.
The problem
The current situation, when everyone sends from their own account
The company’s official communication goes out from individual mailboxes, with no common format and no record.
- Everyone writes differently The same quotation is accompanied by five different messages, with different wordings and signatures.
- Nobody knows what was sent On a complaint, the proof of sending is hunted for in somebody’s mailbox, if it still exists.
- The documents are attached by hand The quotation is downloaded, attached, the message written. Every single time.
- The messages never reach the customer history The correspondence stays separate from the commercial data.
- Delivery errors pass unnoticed A rejected message produces no alert, so the customer looks like they are ignoring the quotation.
- The domain reputation degrades Messages sent without correct configuration land in spam, and the company finds out late and indirectly.
What the module does
What the e-mail module contains
The module handles sending from the application, through your own server, with templates and records.
Message templates
The communication always looks the same.
- Templates per message type
- Variables from the customer record
- In the configured languages
- Centrally administered
Documents attached automatically
No more downloading and attaching.
- The quotation, the invoice, the contract
- Generated and attached
- A signing link, where it applies
- No manual steps
History on the customer record
Every message stays in context.
- The sendings per customer
- Date, author, content
- Documents sent
- Reviewable at any time
A sending log
The proof exists.
- All the sendings
- Delivery errors
- Retries
- Verifiable by period
Testing and diagnostics
The problems are seen in advance.
- Connection test
- A test message
- Explicit errors
- Checking the port and the encryption
Receiving
The unified inbox: the correspondence lands on the customer record
The company mailboxes are connected to the platform, and the messages appear automatically in the history of the customer they belong to.
The company accounts, in a single screen
Several mailboxes, the same working list.
- Connection over IMAP
- Several accounts
- Folders kept
- Read and unread messages
Automatic linking to the customer
The message ends up where it belongs.
- Matching by e-mail address
- A complete history on the record
- Attachments kept
- Visible to the team members with the right
Continuity when people leave
The correspondence stays the company’s.
- It does not depend on one person’s mailbox
- Taking over a customer is immediate
- The history is not lost
- No improvised forwarding
Conversions
From an incoming message into a lead, a task or a ticket
An e-mail that asks for something does not stay an e-mail: it becomes a record with an owner and a deadline, with no recopying.
- 01
The message enters the inbox
It is linked to the existing customer or stays unassigned, if the address is not known.
- 02
It is decided what it is
A request for a quotation, a support problem, a task to carry out or just information.
- 03
The record is created
A lead, a task or a ticket, with the data taken from the message and the attachments kept.
- 04
The owner is assigned
The record enters the normal flow, with its deadline tracked.
- 05
The reply goes out from the same place
Through the sending side of the same module, with a template and a signature.
- 06
Everything stays on the customer record
The message received, the record created and the reply sent form a single history.
Safe reading
How the messages are read, without exposing the application
An inbox connected to the CRM brings content written by somebody else into the application, so reading has strict rules.
- The content is cleaned on display Messages in HTML format are displayed without executable code.
- External images are not loaded by default This avoids confirming the read to unknown senders.
- Attachments are not opened inside the application They are downloaded with the rights checked, not through a public address.
- Executable files are treated as such There is no preview for the risky types.
- Access to the mailboxes is granted by role Not every user sees the correspondence of every mailbox.
- The data stays on the company server The downloaded messages are kept in your own installation.
What changes
What changes in the first month after the e-mail sending module is activated
Direct effects of sending happening from the application rather than from personal mailboxes.
01
Consistent communication
The company speaks with a single voice.
- Shared templates
- A single signature
- Identical format
- A professional image
02
The proof of sending
Conversations about “I never received it” close quickly.
- A sending log
- Date and recipient
- The document sent
- Delivery errors visible
03
Time recovered
The messages are no longer composed from scratch.
- Template filled in automatically
- Attached document
- Sent in one step
- No downloads
04
A complete history per customer
The context is not lost.
- The correspondence on the record
- Together with the quotations and the invoices
- Useful at handover
- Useful in disputes
05
Fewer messages in spam
Correct configuration matters.
- Checks at implementation
- The domain reputation
- Sender authentication
- Errors flagged
06
Independence
No dependence on an outside sending service.
- Your own server
- No limits imposed by a provider
- No cost per message
- Full control
In the application
How a message goes out, step by step
The same flow for a quotation and for a payment reminder.
- 1
The action starts in the application
Sending a quotation, an invoice or a document is done from that record.
- 2
The template is chosen
The text is already written, with the variables filled in from the customer record and from the document.
- 3
The document is attached automatically
The file is generated and attached, or the link is included, where online signing is used.
- 4
The message goes out through your own server
The connection is encrypted, and the sender is the configured company address.
- 5
The sending is recorded
The message appears in the customer history and in the sending log, with date and author.
- 6
The errors are visible
A rejection or a delivery error appears in the log, so it is not misread as a lack of reply.
Video tour
E-mail and templates, in short, inside the application
Coming soonThe video presentation of the module is being prepared.
Configuration
Correct configuration, in short
This is what decides whether your messages land in the inbox or in spam.
Encrypted connection
Nothing is sent in the clear.
- Port 587 with STARTTLS
- Alternatively, port 465 with TLS
- Certificate verification, which can be switched on
- The password never leaves unencrypted
Domain authentication
The condition for delivery.
- SPF records
- DKIM signing
- DMARC recommended too
- Checked during implementation
A suitable sender address
Not a personal address.
- A company address
- A consistent display name
- A configured reply address
- Per message type, if needed
Testing before use
You do not start on trust.
- Connection test
- A test message
- Checking receipt
- Diagnostics on an error
Log
The sending log and what it solves
The most frequent commercial dispute is “we sent it” against “I never received it”.
- Every sending is recorded Date, time, recipient, subject, attached document and the author of the sending.
- Delivery errors are visible A rejection from the recipient server appears explicitly, it is not lost in a mailbox.
- Retries are tracked Automatic sendings that fail temporarily are retried, and the history stays complete.
- The history is linked to the customer The log is not a separate list: every message also appears on the customer record.
- Useful in audits The export by period serves contractual discussions and internal checks.
- No content exposed without control Access to the log and to the content of the messages is granted by role.
Automations
What goes out automatically through this module
The module is the path through which all the other modules communicate by e-mail.
Commercial documents
The quotations and the invoices reach the customer.
- Quotation with the document attached
- Invoice with the document attached
- A payment link, if it is active
- Recorded in the history
Documents to sign
Online signing starts from here.
- Signing link
- Confirmation code
- The signed document, sent back
- Automatic archiving
Reminders and follow-ups
Commercial follow-up works through e-mail.
- Follow-ups on quotations
- Payment reminders
- Configured sequences
- Stopped on a reply
Confirmations
The customer receives an immediate answer.
- Request confirmation
- Order confirmation
- Payment confirmation
- Configurable texts
Scheduled reports
The reports go out through the same channel.
- A periodic report
- Export attached
- Configured recipients
- A shared log
The client portal
Their own link arrives by e-mail.
- Sent from the customer record
- Bulk sending
- A customisable message
- Recorded in the history
Who sees what
The security of the sendings
An e-mail module configured wrongly is a security and a reputation problem.
- The password never leaves unencrypted Authentication happens only over an encrypted connection. A configuration that does not allow this is refused.
- The access credentials are kept encrypted The password of the sending account is not shown again in the interface after being saved.
- The message headers are clean Subjects and names are encoded according to the standards, and the content cannot manipulate the headers.
- Role-based access Configuring the e-mail server and the templates is granted to administration roles.
- A protected log Access to the content of sent messages follows the rights on the customer.
- Data on the company server The messages and the log stay in your own installation.
What you need
What needs to be prepared to put the e-mail sending module into operation
We handle the configuration at implementation. The e-mail account stays the company’s.
01
An e-mail account for sending
Preferably a dedicated address.
- A company address
- Connection credentials
- Access from the application server
- Provided by the administrator
02
An encrypted connection available
A mandatory condition.
- Port 587 with STARTTLS
- Or port 465 with TLS
- Valid certificate
- Checked during implementation
03
Domain authentication
So that the messages arrive.
- SPF configured
- DKIM active
- DMARC recommended
- Checked during implementation
04
The message templates
The company communication.
- Texts per message type
- Signature
- In the languages needed
- Reviewable later
05
The estimated volume
The provider limits matter.
- Messages per day
- Provider limits
- Behaviour when overdue
- Discussed at implementation
06
Scheduled tasks on the server
For the automatic sendings.
- Active scheduled task
- Configurable interval
- Diagnostics on failure
- Checked during implementation
What it does not do
The limits of the e-mail sending module, stated explicitly
The module sends e-mails from the application. It is not an e-mail service and it is not a campaign tool.
- We do not host mailboxes The e-mail server stays yours, with its own quotas and filters.
- It is not a mass campaign tool Sending to lists is done from the e-mail marketing module, which administers unsubscribes and campaign reporting.
- It does not guarantee inbox delivery Delivery depends on the domain reputation and on the recipient filters. We configure it correctly, but we cannot guarantee it.
- The provider limits apply If your provider limits the number of messages per hour, the module respects that limit.
- It does not read the correspondence Receiving messages and the inbox are part of the dedicated module, not of this one.
- It depends on the server being available If the e-mail server is unavailable, the sendings are retried, and the errors stay recorded.
Who it is for
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- You send the same types of message, with the text rewritten every time
- The documents are attached by hand, from folders
- You want a sending log on the customer record
- Several people write in the company’s name
It does not make sense if
The situations in which we recommend not buying it now.
- You send a few e-mails a day, all of them different
- You already use templates in your e-mail client
- The communication does not link to customers or to documents
- You have no sending account of your own
How to buy
How the e-mail module is licensed
Receiving and sending are part of the same module. They are not licensed separately.
One module, both directions
The unified inbox, the conversions into a lead, a task or a ticket, the sending, the templates and the sending log are activated together, through a single licence.
The e-mail server stays yours
The platform uses the company accounts. We do not intermediate the sending and we charge no cost per message.
What the core includes
Users and roles, clients and contacts, leads and the sales pipeline, custom fields and 15 interface languages.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
CRM implementations
Companies that have trusted Zarina CRM
Price, warranties and implementation
E-mail and templates: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
The price
It is part of the Omnichannel communication package: $1,040 + VAT, on top of the core ($2,320). Bought separately, together with the core: $3,360.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Business8 packages + core$4,640−38%
$7,460 - Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
Subscription or licence
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Business licence costs $4,640, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Frequently asked questions
Questions about the e-mail module
Do the messages go out from our company address?
Yes. Sending goes through your own server, with the configured sender address. We do not use an intermediary sending service.
What configuration is needed for both directions?
For sending, your own sending account, with domain authentication configured. For receiving, the IMAP credentials of the mailboxes you want to bring into the platform. Both are checked at implementation.
Are the documents attached automatically?
Yes. The quotation, the invoice or the document to sign is generated and attached, or the link is sent, depending on the type of message.
Where do I see what was sent?
In the customer history and in the sending log, with date, recipient, subject, document and the author of the sending.
Do I find out if a message did not arrive?
Delivery errors reported by the recipient server appear in the log, so a rejection is not confused with a lack of reply.
Can I turn a received e-mail into a lead or a ticket?
Yes, in a single step. The message becomes a lead, a task or a ticket, with the data taken over and the attachments kept, and the reply goes out from the same place. The history stays on the customer record.
Do you guarantee that the messages do not land in spam?
We cannot guarantee it, because delivery depends on the domain reputation and on the recipient filters. We configure domain authentication correctly, which solves most cases.
Is the password of the e-mail account safe?
It is kept encrypted, it is not shown again in the interface and it is never transmitted over unencrypted connections.
Can I have templates in several languages?
Yes, in the languages configured in the application, and the language is chosen automatically from the customer record.
Does the module also read incoming messages?
Yes. Receiving is part of the same module: the company mailboxes are connected over IMAP, and the messages appear in the inbox and attach automatically to the customer record, by e-mail address.
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
No monthly subscription
Take control of your operations, once
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.