Email & Notifications

Email delivery issues, outbound IP allowlisting, template variables, DNS setup, and notification troubleshooting.

Written By Victor Raessen

Last updated 12 days ago

Email & Notifications

Troubleshooting email delivery, template rendering, and notification issues.

Emails not sending

Symptom

Check

Fix

No emails being sent at all

Admin > Email — is a default from address configured?

Set a valid from email address with an authorized domain

Emails going to spam

Domain authentication — are DKIM and CNAME records set up?

Add the required DNS records shown in Admin > Email > Domain Authentication. Validate that DKIM1, DKIM2, and mail CNAME records are all showing "Valid".

Emails blocked or quarantined by the recipient's mail gateway

Does the recipient's IT team filter inbound mail by sender IP address?

Ask their IT team to allowlist Salesbuildr's outbound email IP address — see Outbound email IP address below.

Specific template not sending

Is the template enabled? Check Admin > Email > Templates

Enable the template. Some templates (like quote reminders) must be explicitly enabled.

"SendGrid API is not ready to validate"

DNS records were just added

Wait a few minutes for DNS propagation, then try validating again

Outbound email IP address

Salesbuildr sends outbound quote emails and notification emails (approval requests, reminders, invitations, and similar messages) from a single dedicated IP address:

159.183.135.28

This is a static, dedicated IP used by Salesbuildr for all outbound mail. The same address is shared across every Salesbuildr tenant — you do not get a separate IP for your account.

When to allowlist this IP

Most customers deliver email reliably after completing domain authentication (DKIM and mail CNAME records in Settings > Email > Domain Names). Allowlisting the outbound IP is an extra step for recipients whose email security gateway blocks or quarantines messages based on the connecting server's IP address, even when the sender domain is authenticated.

Typical symptoms:

  • Quote or notification emails never arrive at certain companies, while other recipients receive them normally

  • The recipient's IT team reports that messages from Salesbuildr are blocked, quarantined, or rejected at the mail gateway

  • Delivery works for personal email addresses but fails for corporate inboxes with strict inbound filtering

How to add the IP to an allowlist

Share 159.183.135.28 with the recipient's IT or security team and ask them to add it to their inbound email allowlist (sometimes called a safe-senders list, IP allowlist, or connection filter). The exact steps depend on their email platform — common examples include Microsoft 365 connection filtering, Google Workspace inbound gateway rules, and third-party secure email gateways.

Note: Allowlisting the IP does not replace domain authentication. For the best deliverability, complete domain authentication in Salesbuildr and allowlist the IP if your recipients require it.

Template variables not rendering

If you see raw {{ variable }} text in sent emails instead of actual values:

  • Check the variable name matches exactly — variable names are case-sensitive

  • Use the correct variable scope: {{ recipient.firstName }} for the recipient, {{ user.firstName }} for the sender, {{ quote.number }} for quote data

  • Some variables are only available in specific template types (e.g., quote variables only work in quote-related templates)

Available variable categories:

  • Global: {{ siteTitle }}

  • Recipient: {{ recipient.firstName }}, {{ recipient.lastName }}, {{ recipient.email }}, {{ recipient.company }}, etc.

  • User (sender): {{ user.firstName }}, {{ user.lastName }}, {{ user.email }}, etc.

  • Quote: {{ quote.number }}, {{ quote.name }}, {{ quote.link }}, {{ quote.expiresAt }}, etc.

  • Custom fields: {{ quote.customFields.<id> }}, {{ quote.opportunity.udf.<id> }}

Notification issues

  • Quote viewed notification not received — Check that the "Quote Viewed" notification template is enabled in Settings > Email

  • Quote view shows as "Anonymous" — This is expected behaviour, not an error. External recipients aren't required to have a Salesbuildr account to open a quote, so when a quote is viewed without the recipient being logged in, Salesbuildr can't display their name. The notification confirms the quote link was opened, but the viewer's name isn't captured for anonymous views. If several contacts are linked to the opportunity, the notification alone won't indicate which person opened the quote. To attribute views to a named contact, the recipient must be signed in when viewing.

  • Approval notifications not sent — Verify the approver has a valid email address and the approval template is enabled

  • Order confirmation not sent — Check that the order confirmation template is enabled and the recipient has an email

See Email for full email configuration documentation.

See also