Send emails in bulk

Sometimes, you may want to send the same email to many clients, like letting everyone know about an upcoming deadline or update. In this case, you can use bulk emails. In this article, you’ll learn how to do it and how to customize the maximum number of emails each team member can send per day.

Send emails in bulk

To send an email in bulk:

1. Go to Clients > Accounts from the left menu bar.

2. Select the checkboxes next to the desired accounts, then click Send Email. If contacts are not selected by default, turn on the Notify in the contacts settings.

3. If needed, deselect the particular contacts that you want to exclude from the mailing list.

4. Write the new email or select a template .

5. That’s it! Click Send.

All emails will be individual. Your clients won’t see other firms as recipients.

Best practices

• Use templates ; don’t do everything from scratch. If you’ll need to send similar emails later, you’ll already have everything ready.

• Whether you use templates or write emails right in the New email window, use shortcodes. They’ll let you personalize numerous emails and improve your clients’ experience.

• Choose the shortcode mode based on your goal: Account shortcodes mode sends one email per account with all linked contacts CC’d, while Contact shortcodes mode sends individual, personalized emails to each recipient separately.

Email limits

By default, each team member can send only 400 emails daily (this number is the same for all team members) to correspond to the basic limitations of most email service providers. 

If you exceed the limit, you will be offered to select one of the options:

• Use your colleague’s email address. In this case, your colleague must have toggled on Allow others to send from my email in their TaxDome account settings. 

• Use the unlimited chat messages feature in TaxDome. In this case, note that chats don’t support the contact shortcodes mode . Make sure to use the account shortcodes mode .

• Update the daily limit if you have the required permissions to do it.

If you ignore this notification, your bulk email will be sent in random batches during several days.

However, if you are able to send more emails without getting your address blocked (e.g., you have a paid subscription to your email service provider), you can adjust the TaxDome bulk email limits in settings. 

Set up email limits

Firm owners and admins can change the email limits. To do it:

1. Go to Settings > Firm settings from the left menu bar.

2. In the Sending limit section, enter a number between 1 and 10,000 and click Save. We recommend you setting this number to 100 emails less than your email service provider’s limit. If you exceed the limit, your email will be blocked for up to 24 hours. Below , see the limitations of some of the popular email service providers.

Email service provider limits

To make a more informed decision about the limit you want to set, see the basic daily email limitations for the most popular email service providers. Please note that:

• some email service providers may have paid plans with higher email limits. We strongly recommend using them if you regularly send bulk emails.
• some email service providers, like AOL or Yahoo, do not disclose certain numbers to enforce anti-spam policies.

Recommendations

Standard email inboxes are not designed for bulk email sending. We understand that businesses occasionally need to send many emails, and we provide technical solutions to meet this need.

However, any large volume of emails may be blocked by email providers.

Key considerations for bulk emails:

• Even with a paid business account, sending too fast can trigger spam filters. A safe rate is around 15 emails per minute, though it may be lower depending on daily limits and server load.

• Sending at a rate of 10-15 emails per minute may result in the process taking several hours. Use this rate to estimate the total time needed for your bulk email campaign.

• To prevent being blocked by providers, we take measures to optimize email delivery. If a provider blocks your account, you could lose email-sending privileges for 24 hours or more and risk being flagged as an unreliable sender.

• If your firm regularly exceeds provider limits, spread sends across multiple team members, split them across multiple days, or contact your IT administrator to review your plan’s sending policies.

• For guaranteed delivery and to avoid provider restrictions, use dedicated bulk email services such as MailChimp . These services are specifically designed to handle mass email campaigns efficiently and securely.