Why do my invoices land in spam?

Start with the sender's address on an invoice as your customer receives it. If the address is at your own domain, the invoicing service sends mail in your name. It has to be set up for your domain, or its mail fails DMARC, and mail that fails is more likely to land in the spam folder. If the address is the service's own, nothing in your domain's DNS affects it. The service's own records decide whether it passes, and the recipient's filters decide the rest.

Whose address does the invoice come from?

Send an invoice to yourself and look at the sender's address, not the name beside it. Some services show your company's name with their own address: Netvisor does.

• An address at your domain, such as billing@example.com: read the invoice comes from your domain.
• An address at the service's domain, such as noreply@netvisor.fi: read the invoice comes from the service's address.

The invoice comes from your domain

The service sends mail as you, so mailbox providers check it against your domain. It passes DMARC only when the service signs it with DKIM for your domain, or sends it with a bounce domain of yours that your SPF record allows. Until then its mail fails. Under p=none it is still delivered, though failing mail is more likely to land in spam. Under p=quarantine it goes to spam, and under p=reject it is refused.

1. In the service, turn on DKIM for your domain and publish the records it gives you. Set up DKIM for a sending service has the steps.
2. If the service cannot sign for your domain, ask whether it can send from its own address with yours as the reply address. In Mailmoni, the source's explanation then says the service cannot sign mail with your domain, and When the service cannot sign for your domain lists the choices.

Your DMARC reports show the service as a source. In Mailmoni, its sentence names the service and says what is missing, for example that the service is not set up for your domain. Fix a source that fails DMARC goes through it.

The invoice comes from the service's address

Then the mail is the service's. Its domain is the service's, and the service's own SPF, DKIM and DMARC records decide whether it passes. No record you publish changes that. Your DMARC reports do not include this mail either, because they cover only mail whose From address is at your domain.

• Set your own address as the reply address, so that customers' replies reach you.
• Ask a customer who does not get the invoices to add the service's address to their allowed senders, and to check any separate spam filter in front of their mail.
• Write to the service's support when it keeps happening. The mail is theirs to fix.

DMARC tells a mailbox provider only whether the mail really comes from the domain it names. Mailbox providers also look at what a message says and at how often people mark mail as spam.

Procountor

Procountor's page on the emails it sends says an invoice is always sent from no-reply@procountor.com, Procountor's own address. A customer's reply goes to the billing contact's email address in your company's basic details ("Laskutuksen yht.hlön sähköpostiosoite" under "Yhteyshenkilöt"). When that is empty, it goes to the email address in the sending user's own details.

Payment reminders may work differently, and two of Procountor's pages disagree. The same page says a reminder takes its sender address from that billing contact field first, then from the sending user's own details, and uses no-reply@procountor.com only when both are empty. Procountor's page on your company's basic details says that field is the reply address (Reply-To) of both invoices and reminders. So look at the From address of a reminder that actually arrived: one you sent to yourself, or one a customer forwards to you. If it is no-reply@procountor.com, the advice for the service's address applies. If it is at your domain, the reminder passes DMARC only if Procountor signs it for your domain, and neither page describes a setting for that. Your reports then show whether reminders pass: Procountor appears in them as a source, with its own sentence.

Maventa

Maventa says that all invoice emails are sent from noreply@mail.maventa.com, and that the address cannot be changed. A reply goes to the first address that exists: the contact email address in Maventa's invoice settings, the API user's email address, then the company email address. So Maventa's invoices are Maventa's mail, and the advice for the service's address applies.

Maventa also says that an invoice does not go into an error state when the email ends up in spam. For invoices with large attachments, it advises checking that the recipient got them.

Visma Netvisor

Netvisor sends every message from its own address, noreply@netvisor.fi. Sales invoices and reminders show your company's name as the sender's name. Netvisor signs the mail with DKIM and publishes SPF and DMARC records for its own domain.

Set your own address in Sales > Basic data and settings > Email cover messages > Sender's email address. Replies go there, and so do Netvisor's error messages when an emailed invoice cannot be delivered. When a customer does not get Netvisor's mail, Netvisor suggests that they allow noreply@netvisor.fi and check any separate spam filter or relay server. The Visma Netvisor guide has the Finnish menu names.