Send Invoices by Email from TallyPrime Without Typing a Password Every Time

TallyPrime can email an invoice directly to your customer. In theory that is a one-click job. In practice, most offices have quietly given up on it, for one of two reasons.

Either the mail password has to be typed in on every single send, which is tedious enough that people go back to saving a PDF and attaching it in Gmail by hand. Or somebody solved that by saving the owner’s email password into the shared Tally machine, where every operator now has it.

The second one is worth stopping on. It is common, and it is a genuine problem.

Why the password is the sticking point

TallyPrime sends mail through an SMTP server, the same way any mail client does. To send, it must authenticate.

The awkward part is that your email password is not just permission to send invoices. It is permission to read every mail in that mailbox, reset passwords on other services, and send mail as you. When it is saved on a shared billing machine, or written on a note stuck to the monitor, you have handed all of that to whoever sits at that desk.

Businesses tend to discover this at exactly the wrong moment, usually when an operator leaves.

The right way to solve it

The fix is not to remember the password more conveniently. It is to stop using your main password for this at all.

Modern mail providers, including Google Workspace and Microsoft 365, let you issue a separate credential specifically for an application like Tally, rather than using your own login. That credential can be limited to sending, it can be revoked on its own if a machine is compromised or a staff member leaves, and it does not expose your mailbox.

Set up that way, automatic email from TallyPrime works without anyone typing a password on each send, and without your personal email password living on a shared computer. That is the setup shown in the video above.

The other decision worth making deliberately is which address the invoices come from. A dedicated address such as accounts@yourcompany is better than an individual’s mailbox, because replies land somewhere the whole team can see, and it does not break when that individual is on leave.

What it changes day to day

Once it is working:

• The invoice goes out as you save the voucher, rather than at the end of the day
• The customer’s email comes from the party master, so it is one address maintained in one place
• Statements and reminder letters can go the same way
• Nobody is manually exporting PDFs and attaching them

The time saving is real, but the bigger gain for most businesses is that invoices actually reach customers on the day they are raised. Payment terms start from when the customer receives the invoice, not when you wrote it. Sending same-day quietly improves how fast you get paid.

A note on doing this properly

We would rather set this up correctly than quickly. That means using a dedicated sending credential, not the owner’s personal password, and configuring the from address so replies do not disappear into somebody’s individual inbox.

If your Tally is currently configured with a personal email password saved on a shared machine, that is worth changing regardless of whether you automate anything else.

Talk to us

We are a Tally 3 Star Partner in Himmatnagar, Gujarat. If you want invoices going out by email automatically and set up in a way that does not compromise your mail account, get in touch.