Custom Email Domains in Biller Genie

A custom email domain lets Biller Genie send your invoices and emails from your address (for example, billing@yourcompany.com) instead of no-reply@billergenie.io. Your customers see your business in their inbox, and mail that proves it comes from your domain is far less likely to land in spam. This is not single sign-on; it only changes who your emails come from.

Custom Email Domain is a Premium add-on. With guided domain setup, Biller Genie adds the DNS records for you: you sign in to your DNS provider in a secure setup window, approve the records, and Biller Genie checks them. You can still add the records by hand if you prefer.

Before you start

• Your role. You need a Biller Genie user role that includes Can view and configure installed Add-ons.
• The add-on. Install Custom Email Domain from the Add-ons Marketplace, then open it. The add-on needs a Premium plan.
• A domain you own. Free webmail domains such as Gmail, Yahoo and Outlook.com cannot be used. Enter just the domain (for example yourcompany.com), with no www or http://.
• One account per domain. A domain that another Biller Genie account already uses is refused. If you run related accounts on the same domain, see Related accounts and reseller-shared domains below.
• Sign-in to your DNS provider. This is the company where your domain is registered or hosted (GoDaddy, Cloudflare, Wix, Squarespace and so on). If someone else manages it, you can send them a setup link instead.

Set it up with guided setup

The step bar at the top of the add-on shows where you are: Choose Domain, Connect, Verify, Choose Address and Completed.

1. Choose Domain. Type your domain in Your domain and click Continue.
2. Connect. Click Connect your domain automatically. A secure setup window opens. Sign in to your DNS provider and approve the records. The page lists them under What we'll add to your DNS: an ownership record, SPF and DKIM, plus a DMARC record (v=DMARC1; p=none) only if you do not have one. An existing DMARC record is never overwritten.
3. Verify. Biller Genie checks your records every few minutes for up to 24 hours. You can close the page. When it passes you get an email titled Your custom email domain is verified. If 24 hours pass without success you get We could not verify your custom email domain; see Troubleshooting.
4. Choose Address. Enter the part before the @ (for example billing). Leave it blank to use no-reply. Click Finish setup, or Save if your domain is still verifying; Biller Genie switches over once it is verified.
5. Completed. Change Settings shows the Enabled switch and the DNS Dashboard, a table of each record and its status. You can change your sending address here at any time.

The Enabled switch reads Yes when you send from your domain, No when you have turned it off, Pending while your domain is still verifying, and Paused when Biller Genie has paused sending because a record broke (see After setup).

Someone else manages your DNS

If your web designer, IT person or agency controls your domain, start guided setup as usual and, inside the secure setup window, choose to send a setup link to them. Your page then shows Waiting on your teammate. While you wait, you can save your sending address; everything finishes on its own once they approve the records.

Sending from a subdomain

You can send from a subdomain such as mail.yourcompany.com instead of your main domain. All the records then sit on that subdomain, which keeps them apart from the records for your everyday email.

Set it up manually instead

Prefer to add the records yourself, or does your DNS provider not work with the secure setup window? On the Connect step, click Set up manually instead. To go back, click Set up automatically instead.

1. The manual page shows each record with its type, name and value. Copy them exactly from Biller Genie; the values are unique to your domain.
2. In a new tab, sign in to your DNS provider and open its DNS records page (often called "DNS", "Zone Editor" or "Manage DNS").
3. Add the ownership record and the DKIM record as new TXT records, and leave TTL at the default. Then click Attempt Validation next to each record in Biller Genie. You can click it as often as you like.
4. SPF: if your domain has no TXT record starting with v=spf1, add one with Name @ and the value from Biller Genie. If it already has one, edit it and add only the include part Biller Genie shows, keeping everything else. Never create a second SPF record.
5. DMARC is optional on the manual page. Add it only if your domain has none.

DNS provider tips

After setup: daily checks, pause and restore

Biller Genie checks your records once a day. If a record breaks (for example after a move to a new DNS provider, or when another email service overwrites your SPF record), here is what happens:

1. You get a To-Do titled We noticed an issue with your custom email domain.
2. In the add-on you see the Fix your email domain screen. It shows a tile for Ownership, SPF and DKIM, each marked Working, Missing or Wrong value, with step by step fixes. Fix the record at your DNS provider and click Check again.
3. If the next daily check fails too (about 24 hours later, and never sooner than 12 hours), Biller Genie pauses your custom address so your emails keep going out from no-reply@billergenie.io. You get an email titled Action needed: we've paused sending from followed by your address, and the Enabled switch shows Paused.
4. Once your records pass again, on a daily check or when you click Check again, Biller Genie restores your address on its own. You get an email titled You're back to sending from followed by your address.

If a step in the add-on cannot finish (for example a slow connection), you see a screen that explains what happened and how to try again, instead of a page that keeps loading.

Related accounts and reseller-shared domains

• Reseller-shared domains. If your reseller shares its domain with your account, guided setup is skipped and the add-on opens manual setup. This is expected.
• Several Biller Genie accounts on one domain (for example related locations or franchise accounts): contact Biller Genie support to copy your verified setup to the related account. That account can then set its own sending address in Change Settings.

Troubleshooting

Not verified after 24 hours

• Open the add-on and look at the DNS Dashboard to see which record is not passing.
• Make sure the records were saved at the right domain. Some providers need a separate "Apply" or "Publish" step.
• On Cloudflare, set the records to DNS only.
• Check that your domain has only one SPF record.
• Run guided setup again, or switch to manual setup and use Attempt Validation.

"Automatic setup isn't available right now" or "Your records weren't applied"

Try again in a few minutes, or click Set up manually instead and add the records yourself.

My domain is refused

• Free webmail domains (Gmail, Yahoo, Outlook.com and so on) cannot be used.
• Use lowercase letters, digits and hyphens, with no www, http:// or spaces.
• If another Biller Genie account already uses the domain, contact support.

My emails still land in spam

• Confirm every row in the DNS Dashboard passes. Even one failing record hurts delivery.
• New sending domains build a good name over a few weeks.
• Recipients behind strict filters (Proofpoint, Mimecast, Barracuda) may need to allow your domain. See Email Deliverability Troubleshooting and Writing Effective Invoice Reminder Emails.

Will this affect my everyday email?

No. These records only allow Biller Genie to send for your domain. Your mailbox provider keeps working as long as you keep a single, merged SPF record.

Still stuck? Contact support@billergenie.com with your domain and what the DNS Dashboard shows.

Related articles

• Invoice Messenger
• Writing Effective Invoice Reminder Emails
• Email Deliverability Troubleshooting