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Custom Domain Email Setup

Send emails from your own domain (e.g., invoices@yourcompany.com) to build trust and professionalism with your clients.

What You'll Achieve

  • Send emails from invoices@yourcompany.com instead of noreply@paychase.ai
  • Build trust and credibility with professional email addresses
  • Improve email deliverability and open rates
  • Maintain brand consistency across all communications

Estimated time: 15-30 minutes • Difficulty: Intermediate • Required: Domain access & DNS management

Before You Begin

  • • You must own a domain (e.g., yourcompany.com)
  • • You need access to your domain's DNS settings
  • • Basic understanding of DNS records (we'll guide you through this)
  • • Administrative access to your domain registrar or hosting provider
1

Add Your Domain in PayChase AI

Start by registering your domain in the dashboard

First, you'll add your domain to PayChase AI and generate the required DNS records.

Steps in PayChase AI:

  1. Navigate to Dashboard → Settings → Email Domains
  2. Click "Add Custom Domain"
  3. Enter your domain name (e.g., yourcompany.com)
  4. Enter a display name (e.g., "Your Company Name")
  5. Click "Generate DNS Records"
  6. Copy the generated DNS records (you'll need these in the next step)

Domain Name Format:

Enter only the domain name (e.g., "yourcompany.com"), not subdomains. PayChase AI will automatically create the "invoices" subdomain for sending emails.

2

Configure DNS Records

Add the required DNS records to your domain

You'll need to add three DNS records to your domain. These records verify domain ownership and enable email delivery through your domain.

Required DNS Records:

TXT Record (Verification)
Verifies that you own the domain
Name: @ (or leave blank)
Value: paychase-verification=abc123def456
TTL: 3600 (or default)
MX Record (Mail Exchange)
Routes email through PayChase AI's servers
Name: @ (or leave blank)
Value: 10 mx.paychase.ai
Priority: 10
TTL: 3600 (or default)
CNAME Record (Subdomain)
Points invoices.yourcompany.com to our mail servers
Name: invoices
Value: mail.paychase.ai
TTL: 3600 (or default)

DNS Propagation Time:

DNS changes can take 24-48 hours to fully propagate worldwide. However, verification usually works within 15-30 minutes. You can test verification multiple times.

3

Verify Domain Ownership

Test your DNS configuration and activate the domain

After adding the DNS records, return to PayChase AI to verify your domain ownership.

Verification Steps:

  1. Return to Dashboard → Settings → Email Domains
  2. Find your domain in the list
  3. Click "Verify Domain" button
  4. Wait for the verification process to complete
  5. If successful, the status will change to "Verified"
  6. If unsuccessful, double-check your DNS records

Verification Tips:

  • • Wait 15-30 minutes after adding DNS records before verifying
  • • You can retry verification multiple times
  • • Use online DNS checker tools to verify your records are live
  • • Contact support if verification fails repeatedly
4

Test Your Setup

Send a test email to confirm everything is working

Once your domain is verified, test the setup by sending an invoice email.

Testing Steps:

  1. Create a test invoice or select an existing one
  2. Send a follow-up email
  3. Check that the email appears to come from invoices@yourcompany.com
  4. Verify the email is delivered successfully
  5. Test the reply-to functionality

What to Expect:

Your clients will see emails from "Your Company Name <invoices@yourcompany.com>" instead of PayChase AI. Replies will still go to your configured reply-to address.

Troubleshooting Common Issues

Solutions to common setup problems

Domain Verification Fails

  • Double-check that all DNS records are exactly as provided
  • Wait longer for DNS propagation (up to 48 hours)
  • Use DNS checking tools like whatsmydns.net to verify records are live
  • Ensure TTL values are not too high (use 3600 or lower)
  • Contact your DNS provider if records aren't saving properly

Emails Not Sending from Custom Domain

  • Verify domain status shows "Verified" and "Active"
  • Check that MX and CNAME records are correctly configured
  • Test with a simple follow-up email first
  • Check email logs in the dashboard for error messages

DNS Records Not Saving

  • Ensure you have administrative access to DNS settings
  • Some providers require explicit saving or publishing of changes
  • Check for conflicting existing records that need to be removed
  • Contact your domain provider's support team

Existing Email Setup Conflicts

  • You can use a subdomain like mail.yourcompany.com instead
  • Modify MX record priorities to coexist with existing email
  • Use CNAME records for subdomains only if main domain has email
  • Consider using a separate domain dedicated to invoicing

Best Practices & Tips

Optimize your custom domain setup for best results

Domain Selection

  • Use your main business domain for maximum trust
  • Consider a subdomain if you have complex email routing
  • Avoid using free or temporary domains
  • Ensure the domain matches your business branding

Email Deliverability

  • Keep DNS records active and properly configured
  • Monitor your domain reputation through email analytics
  • Use professional email signatures and content
  • Avoid spammy language in your invoice emails

Security Considerations

  • Regularly monitor DNS settings for unauthorized changes
  • Use strong passwords for your domain registrar account
  • Enable two-factor authentication where available
  • Keep PayChase AI team informed of any domain changes

Maintenance

  • Periodically verify domain status in PayChase AI dashboard
  • Keep domain registration up to date
  • Monitor email delivery rates and open rates
  • Update display names if your business name changes

Next Steps

Congratulations! Your custom domain is now set up. Here's what you can do next:

Need help with your custom domain setup?