Connect your mailbox so enquiries arrive by themselves

Why the mailbox comes first

Most of your enquiries already arrive by email. Once the mailbox is connected, 4fleet reads them in the Inbox and sends your quotes, invoices, dispatch requests and invitations from your own address.

Without a mailbox you work in draft-only mode: a quote is generated and previewed, but nothing reaches the client. You can finish the wizard that way, but the Getting started checklist keeps the email row under Required to go live until a mailbox can send.

Choose how to connect

Connect the mailbox your clients already write to, in Settings > Communications > Email accounts with Add email account. Type the address and 4fleet looks up the mail servers for you.

• For Outlook or Microsoft 365, use Connect with Microsoft and sign in with your Microsoft account.
• For Gmail, Yahoo and iCloud, create an app password at your provider and use it instead of your normal password. These connect over IMAP and SMTP.
• For other providers, use the mailbox password and check the servers under Advanced settings only if the lookup fails.

4fleet signs in to both the receiving and the sending server before it saves anything, so a saved account has worked at least once. The trial includes one mailbox; paid plans show their mailbox count on the same tab.

Prove it sends

A status of Connected tells you the sign-in worked. It does not tell you a client will receive your quote. Open Account actions on the row and run Test connection, then send yourself one real email from the Inbox and check it arrives with your name and address, and not in spam. Send one to an address at a different provider as well before your first real quote goes out.

What happens to new mail

In a new workspace, Auto-parse incoming emails and Auto-create enquiries are on: 4fleet reads each new email with AI and turns a booking request into an enquiry without a click. Each email it reads uses one AI operation from your allowance. Review the switches in Settings > Automations & AI > Inbox intake and decide whether you want enquiries created on their own or prefer to start each one by hand.

Auto-parse reads only mail that arrives after it was switched on. For an older email you still want to quote, open it in the Inbox and use Parse with AI.

Keep passwords in the connect window

Type a mailbox password or app password only into the connect window. Do not paste it into the Assistant chat, a task note or an email to a colleague. If a password changes, update it with Edit on the account row.