Most user's first inclination is to send a quote to themselves. It makes total sense!
This is generally not an issue for most email services.
It is however generally an issue w/ Microsoft O365 and/or Exchange email accounts. There are other services, but these are the main offenders!
Essentially when they see an email coming in from your email, but they didn't send it, they flag it. It's a pretty dated way of filtering emails given how the internet has evolved in the 7-10 years, but I digress. Sometimes it happens right away, other times it just starts happening out of the blue.
It's fairly easy to fix in most instances by adding an SPF record to your domain that shows you are in fact authorizing us to send said emails.
That said, if you email the quote outside of your organization, it will generally deliver just fine ;)
If you are hearing reports of emails going to your customer's spam, this change will also, help lower the risk of your email going to spam.
We utilize a best-in-class email server provider called SendGrid. They're a publicly-traded company with security practices that set the bar for other companies. Once we prepare a quote, we direct it to SendGrid to manage the emailing portion.
What do you need to do?
Quick Video Overview of the process below:
Simply update your SPF record to include Sendgrid.
This change needs to be made in your DNS settings. If you're unfamiliar with editing your DNS settings, you may want to pull in your IT person to help.
For most BigCommerce merchants, their DNS is managed by BigCommerce, but they can be managed by other services, so be sure to verify where they are actually located.
If you're unsure, you can check here by inputting your domain:
If you see 2 or 3 NS (NameServer) records that point to bigcommerce.com, then you can make these edits from within the BC control panel.
Your current SPF record will look something like this:
v=spf1 +a +mx include:spf.protection.outlook.com include:_spf.bigcommerce.com -all
You will want to change it to something like this (Sample Only DO NOT COPY AND USE THIS RECORD)
v=spf1 +a +mx include:spf.protection.outlook.com include:_spf.bigcommerce.com include:sendgrid.net -all
You need to insert:
before ~all on your SPF record.
Please note that this update generally fixes many email deliverability issues, you may need to consult with your IT personnel to address further issues if emails still do not deliver to your domain.
Feel free to reach out, and we'll do our best to help, or provide some alternative solutions that we have in our tool chest.
For our notification emails, we'd suggest white-labeling our domain @b2bninja.com and @mail.b2bninja.com to insure those are received.