6. Integrations

The Integrations menu connects Invatrak to the services you already use. QuickBooks has its own chapter (QuickBooks sync). Each connection uses your company's own account with that service.

Connections

Where to find it: Admin › Integrations › Connections

Admin › Integrations › Connections is the overview of everything Invatrak connects to: QuickBooks Online (accounting), ShipStation (shipping), Authorize.Net and PayPal (card processors), and the other connections grouped as EDI, Sales tax, eSignature, Automation and API, and Reporting. Shopping carts are under Integrations › Stores. Each company uses its own accounts for every connection.

Each connection counts toward the connections included in your plan. A connection beyond that number shows as pending billing approval and cannot connect until it is approved (see Billing/Subscription). ShipStation is the shipping connection that sends ship docs; other shipping services listed on the page are not available.

Most connection pages have Save, Test connection (checks the credentials without changing anything), Sync now where it applies, an Integration log, an Error queue with Resolve, and Delete connection. Secret keys are stored encrypted and never shown again; leave a saved secret blank to keep it.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

Name (every connection)

A name for the connection, shown in lists and logs. Use a name that says which account it is, especially if you have more than one store.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: "Shopify - retail site".

Enabled (every connection)

Switches the connection on or off without deleting its settings. Turn it off while you fix a problem at the other end.

• Default: On.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Disable the WooCommerce store during a site migration.

ShipStation

Where to find it: Admin › Integrations › ShipStation

ShipStation prints labels for picked ship docs and sends tracking back. Admin › Integrations › ShipStation holds your company's ShipStation API credentials. Nothing is sent until it is connected here.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

API

Which ShipStation API your key belongs to: V1 uses an API key and API secret; V2 uses an API key only. Choose the version shown in your ShipStation account where you created the key.

• Default: V1.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: V2 for a key created under ShipStation API Settings for V2.

API key and API secret

Your ShipStation credentials. Paste the key, and for V1 the secret too; leave a saved value blank to keep it. Click Test connection after saving.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Key from ShipStation › Settings › Account › API Settings.

Sandbox mode

Sends to a ShipStation test account instead of your live one. Use it only while you are trying the connection out.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Tick while training staff; untick before go-live.

Shipment webhook

The address ShipStation can call with tracking numbers; it appears after the first save. Copy it into ShipStation so tracking flows back to the matching ship doc automatically.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Paste the webhook address into ShipStation's "Order shipped" webhook.

Send ship docs to ShipStation when it is connected

On the ShipStation connection record, sends ship docs to ShipStation automatically once the connection is live. Turn it off if you prefer to send each ship doc by hand.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Picked ship docs appear in ShipStation without anyone clicking Send.

Shipping settings

Where to find it: Admin › Integrations › Connections › Shipping settings

Shipping settings control how ship docs and transfers are exported to ShipStation and how shipments come back. The page has three tabs: General, Ship Docs, and Transfers.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

Use the item name instead of the line description

Sends the item name to ShipStation rather than the line description. Turn it on if your descriptions are long or customer-specific.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: ShipStation shows "WID-100-BLK" instead of the full description.

Export lot and serial numbers with line items

Adds the lot or serial numbers to each line sent to ShipStation. Turn it on if packers must check serials.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Line shows "SN1001, SN1002".

Enable logging

Keeps a detailed log of what is sent to and received from ShipStation. Turn it on while troubleshooting, then off again.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Turn on to see why one order did not export.

Weight units

The unit item weights are sent in: lbs, oz, kg, or g. Match the unit your item weights are entered in.

• Default: lbs.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: oz for small parts.

Default ship method when blank

The ship method used when a ship doc has none. Pick your most common service.

• Default: None.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: UPS Ground.

Export only specific locations

Sends only ship docs from the warehouses chosen. Leave it empty to send from every warehouse.

• Default: Empty (all).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Only Main ships through ShipStation; East uses a freight carrier.

Import only specific ship methods

When shipments come back from ShipStation, only ship docs using the chosen ship methods are updated. Leave it empty for all methods; use it to stop ShipStation changing freight or will-call ship docs.

• Default: Empty (all).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Choose UPS and USPS methods only.

Ship Docs › Enable

Turns the export of ship docs on or off. Leave it on unless you only want to send transfers.

• Default: On.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: On.

Exclude drop ships

Keeps drop-ship ship docs out of ShipStation, since the vendor ships them. Turn it on if you drop-ship.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A drop-shipped order is not sent.

Import discount as a line

Sends each line discount to ShipStation as its own negative line after the item. Turn it on if packing slips printed from ShipStation should show discounts.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A line "WID-100 discount" of -20.00 follows the item.

Use primary unit of measure

Adds the line's unit of measure in brackets after the item name sent to ShipStation. Turn it on if you sell some items in cases and some in eaches, so packers pick the right unit.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: "Trim kit (cs)".

Import only specific order sources

Only ship docs from the chosen order sources are sent. Leave it empty for all sources.

• Default: Empty (all).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Send only web-store orders.

Import only specific classes

Only ship docs with the chosen classes are sent. Leave it empty for all classes.

• Default: Empty (all).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Send only class Retail.

Which property should be appended to the memo

Sends the order memo, customer PO, or shipping instructions to ShipStation, in Custom field 3 when that field is not already used. Pick what your packers need to see.

• Default: Nothing.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Shipping instructions, so "Leave at back door" reaches the packer.

Company name uses

Which value fills the Company line on the shipment: Customer name, Company, or Ship to name. Pick what your carrier label should show.

• Default: Customer name.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Ship to name for consumer deliveries.

Address 1 uses

Which value fills Address 1: Street, Name, or Company. Leave it on Street unless your ship-to addresses are entered differently.

• Default: Street.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Street.

Use address 1 as the company name when a street is present

Moves the first address line into the company name when there is also a street line. Turn it on if your ship-to addresses put the business name on line 1.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: "Acme Casino" on line 1 becomes the company name.

Use the customer name on the shipment

Puts the customer's name on the shipment. Keep it on unless the ship-to contact should appear instead.

• Default: On.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: On.

Custom field 1, 2, 3

Sends the sales order number, customer PO, ship doc number, or memo into ShipStation's custom fields. Use them so these numbers can be searched in ShipStation.

• Default: None.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Custom field 1 = Sales order no.

Set ship doc date to the current date

Sends today's date to ShipStation as the order date, instead of the ship doc's own date. Turn it on if ShipStation should treat every export as a new order for today.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A ship doc dated Monday and exported Wednesday shows in ShipStation as Wednesday.

Change status to

The status a ship doc moves to when ShipStation reports it shipped, typed as the status name. Pick your Shipped status.

• Default: Blank (not changed).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Shipped.

Add shipping cost, Default markup %, Free shipping when the order is over

When a shipment comes back, the label cost from ShipStation is added to the ship doc as freight, optionally marked up, and is zero when the order is over the free-shipping amount. Turn it on if you bill customers actual shipping.

Markup can be 0 to 500 percent.

• Default: Off, 0%, no free-shipping amount.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Label 12.00 with 10% markup bills 13.20.

Transfers › Enable

Includes transfers between warehouses in the ShipStation export, using the same address and weight rules. Turn it on if warehouse-to-warehouse moves go by parcel.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A transfer from Main to East is sent to ShipStation.

Authorize.Net and PayPal

Where to find it: Admin › Integrations › Authorize.Net / PayPal

Admin › Integrations › Authorize.Net and PayPal connect a card processor so you can charge cards on orders and payments. Charges use your company's own merchant credentials. Both pages work the same way; each connection counts toward your plan.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

API Login ID and Transaction Key (Authorize.Net); Client ID and Secret (PayPal)

Your merchant credentials from the processor. Paste them, Save, then click Test connection. For Authorize.Net the browser key used by the card form is fetched automatically when you save or test.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: API Login ID and Transaction Key from Authorize.Net › Account › Security Settings.

Mode (Sandbox or Live)

Sandbox processes test cards only; Live charges real cards. Start in Sandbox, then switch to Live once live processing has been approved for your company.

• Default: Sandbox.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Run a test sale in Sandbox, then switch to Live.
• Caution: Saving Live is refused until live processing is approved; the connection stays in Sandbox.

When a card is charged

Charge now authorizes and captures straight away. "Authorize at sales order, capture when the ship doc ships" holds the money on the order and takes each ship doc's amount when it is marked Shipped. Choose the second if you must not charge before goods ship.

An authorization older than 30 days is flagged and is not captured.

• Default: Charge now.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A 500 order is authorized; 200 is captured when the first ship doc ships.

Card batch close time

For Authorize.Net, the time your daily batch settles, in the company time zone. After that time a payment can be refunded but no longer voided. Leave it blank to follow the gateway's own status.

For PayPal the time is stored but has no effect, because PayPal has no batch settlement; Void is only for an authorization that has not been captured.

• Default: Blank.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: 23:00.

Enabled

Switches card processing through this connection on or off. Untick it to stop charges while keeping the credentials.

• Default: On.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Untick while changing merchant accounts.

Stores (shopping carts)

Where to find it: Admin › Integrations › Stores

Admin › Integrations › Stores connects web stores. Shopify, WooCommerce, BigCommerce, Magento / Adobe Commerce, and Shift4Shop / 3dcart connect directly; Amazon, eBay, Etsy, and Walmart can be listed but do not connect yet. Add a store with its credentials (for Shopify, the shop domain ending in myshopify.com and an Admin API access token), then set how orders, customers, tax, shipping, payments, and stock are handled. Use Sync now to run an import at once.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

Website name

A friendly name for the store, shown on imported orders and in logs. Use the name customers know the site by.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: northwindsupply.com.

Import orders

Brings new web orders into Invatrak as sales orders. Keep it on; turn it off only to pause orders while you fix settings.

• Default: On.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A Shopify order becomes a sales order.

Update order status

Sends shipment and tracking back to the store when the ship doc ships, so the customer is told. Keep it on.

• Default: On.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: The Shopify order is marked fulfilled with the UPS tracking number.

Update inventory

Sends your stock levels to the store so it does not oversell. Turn it on once item matching is correct.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Selling the last unit in-store shows Sold out online.

Import products

Creates items in Invatrak from the store's products. Use it once when starting, if your catalog lives in the store.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: 200 Shopify products become items.

Push products to the cart

Sends items from Invatrak to the store. Use it if Invatrak is where your catalog is maintained.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A new item appears as a draft product in the store.

Email after sync

Emails a summary after each store sync. Turn it on while you are getting started.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: An email lists 12 orders imported and 1 error.

Custom cart item

The item used for a web-order line that does not match any of your items. Choose a non-stock item such as "Web item" so the order still imports and someone can fix the line.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Web item.

Limit inventory to locations

Only stock in the chosen warehouses is sent to the store. Leave it empty to send stock from all warehouses.

• Default: Empty (all).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Send only Main's stock.

When the customer is taxable / non-taxable / has no name, and Use the selected customer for these orders

Stand-in customers for web orders. When Use the selected customer for these orders is ticked, web orders are put on the chosen customer instead of creating a customer per shopper. Use it if you do not want thousands of one-time shoppers in your customer list.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: All web orders go on customer "Web Sales - Taxable".

Identify customers by

How a shopper is matched to an existing customer: Email, First and last name, Company, or Phone. Email is the most reliable.

• Default: Email.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Email.

Identify address by

How a ship-to address is matched to one the customer already has: Do not match the address, Street address, City, or Postal code. Choose Street address to avoid duplicate ship-tos.

• Default: Do not match the address.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Street address.

Default customer type and Default sales rep

The customer type and sales rep given to customers created from the store. Set them so web customers are easy to report on.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Type Web, rep House.

Truncate name fields

Shortens long names from the store to fit Invatrak's fields instead of rejecting the order. Turn it on if orders fail because of long names.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A 90-character company name is cut to fit.

Match item with

How a web-order line is matched to an item: SKU, Name, UPC, or GTIN. Use SKU and keep SKUs identical in both places.

• Default: SKU.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: SKU WID-100-BLK matches the item with that SKU.

Inventory sync with

Which quantity is sent to the store: Available (on hand less what is committed) or On hand. Choose Available to avoid overselling.

• Default: Available.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Available.

Always use tax from the cart

Keeps the tax the store charged instead of recalculating it in Invatrak. Turn it on if the store calculates tax correctly.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: A 7.25 tax from Shopify is kept exactly.

Web order status, Secondary web order status, Financial status, Sales channel, Shopify status

Filters that decide which web orders are imported, by their status in the store. Leave them on Any unless you need to skip orders, for example unpaid ones.

• Default: Any.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Financial status Paid imports only paid orders.

Initial order status

The status a new imported sales order starts in. Choose a status your team watches for web orders.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: "Web - new".

Default location and Default class

The warehouse and class given to imported orders. Set them to the warehouse that ships web orders.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Location Main, class Retail.

Map web order number to

Where the store's order number is written: Web order #, Customer PO, or Memo. Choose Customer PO if your staff search orders by PO.

• Default: Web order #.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Web order #.

Place order on hold if greater than

Puts imported orders over this amount on hold for review. Use it to catch possible fraud.

• Default: Blank (no hold).
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: 2000.

Approve imported orders

Imported orders are approved straight away. Turn it on if web orders need no review.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: On.

Allocate when the order is approved

Reserves stock for an imported order as soon as it is approved. Turn it on so web orders hold their stock.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: On.

Identify tax status by

Whether a web order's tax status is decided by the billing or shipping address. Most US states tax by where goods are delivered, so Shipping address is usual.

• Default: Billing address.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Shipping address.

Taxable and Non taxable: Default sales tax code, Default shipping sales tax code, Default item sales tax

The tax codes put on imported orders for taxable and non-taxable customers. Set them to match how you file tax.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Taxable orders use code "Ship-to state".

Cart state (Add state, Remove state tax)

A tax code per state for taxable orders, overriding the default. Add a row for each state where you collect tax.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: IL uses code Illinois; NJ uses New Jersey.

Default ship method and ship method mapping

Matches the store's shipping methods and carriers to your ship via methods, with a default for anything unmatched. Map every method customers can pick.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Store "Standard" maps to UPS Ground.

Add shipping amount as a line item using

Adds the shipping charge as a line using the chosen item, instead of the freight field. Turn it on if your accounting wants shipping as a line.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Shipping 9.95 added as item "Shipping".

Import payment, Default payment method, Default terms, and payment mapping

Records the store payment against the order, using mapped payment methods and terms. Turn it on so paid web orders are not chased for payment.

• Default: Off.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Shopify Payments maps to method "Card" and terms Prepaid.

Discount and discount mapping

The item used for store discounts, with a mapping from store discount codes to items. Map your main promotion codes so discounts report correctly.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Code SPRING10 maps to item "Promo discount".

Enable scheduling, Frequency, Every, Include weekends

Runs the store sync on a schedule: Hourly every N hours (1 to 168) or Daily, with or without weekends. Turn it on once a manual sync works cleanly.

• Default: Off; Hourly, every 1 hour, weekends excluded.
• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Hourly every 1 hour, including weekends.

Other connections

Where to find it: Admin › Integrations › Connections (EDI, Sales tax, eSignature, Automation, Reporting)

These connections are added from Connections with their credentials and then set up on their own page.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

SPS Commerce (Account ID, API key, EDI documents)

Connects SPS Commerce for EDI with retail trading partners. Tick the documents to exchange: 850 purchase order, 855 acknowledgement, 856 ship notice, 810 invoice. Tick only what your trading partners require.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Tick 850, 856, and 810 for a big-box retailer.

Synqware (Poll orders into Invatrak, Push inventory levels, Push tracking numbers)

Synqware sends orders in through Invatrak's public API: create an API key under Connections and give it to Synqware. The three boxes record what Synqware should exchange. Use it only if Synqware is your EDI provider.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Give Synqware a key named "Synqware" with read and write.

AvaTax (Account ID, License key, Company code, Calculate tax when a sales order is saved)

Connects Avalara AvaTax so sales tax is calculated by Avalara. Enter the account, license key, and company code, and tick Calculate tax when a sales order is saved. Use it if you sell into many tax jurisdictions.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Company code DEFAULT with calculation on save.

DocuSign (API account ID, Access token, Signer notice email, Send quotes / sales orders for signature)

Connects DocuSign so a quote or sales order can be sent for signature. Save the account ID and token, then use Send for signature on the document. Tick the document types you want to sign.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Tick Send quotes for signature for large equipment quotes.

Zapier and webhooks (Webhook URL, Signing secret, events)

Sends a message to another system when something happens: Order imported from a cart, Ship doc marked shipped, or Customer created or updated from a cart. Paste the receiving URL, optionally a signing secret so the receiver can check the message came from Invatrak, and tick the events.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Post to a Zapier hook when a ship doc ships, to update a spreadsheet.

Public API keys (Name, Scopes, Create key, Revoke)

Keys that let another program use Invatrak's API, with read and/or write scope. The key is shown once when created, so copy it straight away; Revoke stops it immediately. Make one key per program so you can revoke one without affecting others.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Create "Reporting tool" with read scope only.

Easy Insight (Site URL, API key)

Stores your Easy Insight reporting details. The settings can be saved, but this connection does not exchange data yet.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Save your site URL ready for when it is available.

Sending domain

Where to find it: Admin › Integrations › Sending domain

When Invatrak sends document email from your own address, mail servers check that your domain allows it. Admin › Integrations › Sending domain creates the SPF and DKIM records you publish in your domain's DNS.

Who can change these settings: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.

Domain (Create records)

Your email domain, without www. Click Create records and the page shows two TXT records, an SPF value and a DKIM name and value, to add at your DNS host. Do this before sending document email in volume, so it does not land in spam.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: yourcompany.com.

Check DNS

Looks up your DNS to see whether the records are published; the status changes from Waiting for DNS to DKIM found. Checking does not send any mail. DNS changes can take a few hours to appear.

• Who can change it: Roles with the Integrations Edit right. Out of the box only Admin; GM can view.
• Example: Click Check DNS the morning after adding the records.

Email, SMTP, and Gmail; Calendar

Where to find it: Admin › Integrations › Email, SMTP, and Gmail / Google Calendar

One mail connection sends email for the company: SMTP, Google, or Microsoft 365. Connecting Google or Microsoft 365 turns the other senders off. Passwords and tokens are encrypted and not shown again. Google and Microsoft 365 can also push dates to a calendar.

Who can change these settings: The Admin role only.

SMTP (Host, Port, Encryption, Username, Password)

Sends mail through your own mail server. Enter the details from your email provider; Encryption is STARTTLS, TLS, or None. Use SMTP if you are not on Google or Microsoft 365.

• Default: Port 587.
• Who can change it: The Admin role only.
• Example: smtp.yourhost.com, port 587, STARTTLS.

From name and From address

The sender name and address on mail sent through SMTP. Use an address on your own domain that someone reads.

• Default: From name = company name.
• Who can change it: The Admin role only.
• Example: Northwind Supply, orders@yourcompany.com.

Use SMTP to send

Makes SMTP the sending connection. Untick it to stop mail without deleting the settings.

• Default: On.
• Who can change it: The Admin role only.
• Example: On.

Send test

Sends a test email to the address you enter. Always send a test after changing mail settings.

• Who can change it: The Admin role only.
• Example: Send a test to yourself.

Google and Microsoft 365 (Connect, Disconnect)

Sends mail through a Google Workspace or Microsoft 365 mailbox after you sign in to it. The page shows which account is connected and whether it is the sender. Choose this if your company email is on Google or Microsoft.

• Who can change it: The Admin role only.
• Example: Connect orders@yourcompany.com in Google.

Push dates to Google Calendar / Outlook calendar

Puts document dates on the connected calendar: Expected purchase order receipts, Sales order ship dates, and Repair due dates. Tick the dates your team plans around.

• Default: Off.
• Who can change it: The Admin role only.
• Example: Tick Expected purchase order receipts so receiving sees deliveries on the calendar.