Sending emails from Payroll Manager using Gmail

Google made changes to the way that their Gmail server operates in June 2022. In order for third party software (such as Payroll Manager) to connect to their server, Google now require that your account has ‘2 Step Verification’ turned on, and that you generate a specific ‘App Password’ (sometimes known as an ‘Application Specific’ password) to use with Payroll Manager.

If you have previously been able to send emails via Payroll Manager using your Gmail account and are now having problems, or if you are setting up the email system in Payroll Manager for the first time then please follow the instructions below.

1) Turn on ‘2-step verification’ for your Google account.

2-Step Verification (also known as two-factor authentication), adds an extra layer of security to your Google account. You may choose not to set this up, in which case you will not be able to use your Gmail account to send emails through Payroll Manager and must use a different email provider instead. If you wish to set this up on your account then please see the following link.

Turn on 2-Step Verification – Computer – Google Account Help

2) Set up an ‘App Password’ specifically to use with Payroll Manager

With 2-step verification set up on your Google account you are then able to generate an ‘App Password’ specifically to use with Payroll Manager. Please follow the link¬† below for details of how to do this.

Google – App Passwords

3) Enter your new App Password into Payroll Manager.

Once you have created a specific ‘App password’, you should enter this into Payroll Manager. Click ‘Tools’ from the main menu, then select ‘Email’ and ‘Setup’.¬†Enter the App Password that you generated in step 2 into the ‘Password‘ field.


Please be aware that it make take some time, perhaps a matter of hours, for this new App Password to be recognised by Gmail, so we would advise that you allow for this when attempting to send emails through Payroll Manager.


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