It happens in every sector, and to businesses doing perfectly well: the company invoices, has a branded van, a workshop and customers going back years, and the quotes go out from a Gmail address created in 2011. Business email with your own domain isn't about appearances, it's the first signal someone who doesn't know you receives, and it also fixes two problems you only notice once they've happened.
What business email is, and what it isn't
It's having mailboxes on your own domain: hello@yourcompany.com, accounts@yourcompany.com, marta@yourcompany.com. Each with its own password, its own storage and its own setup on phones and computers.
What it isn't: a patchwork of forwarding rules. Plenty of companies are convinced they have proper email because they bought the domain and set up forwarding to the same personal account as always. They receive at yourcompany.com, true, but when they reply the free address shows up, and that's the one the customer reads.
Mailbox, alias and forwarding aren't the same thing
- Mailbox: a real account with its own storage. It sends and receives on your domain.
- Alias: an extra address that lands in an existing mailbox. Useful for orders@ or info@ without paying for another account.
- Forwarding: whatever arrives is sent on to another address. You receive, but you don't reply from your domain unless you configure that separately.
Most small companies need few mailboxes and plenty of aliases. Mixing them up is what leads to paying for ten accounts for four people.
What your address says before anyone reads you
An email from a supplier you don't know gets judged in two seconds: who sent it, from where, and how it looks. An address carrying the company name answers the first question without anyone having to investigate. A free one leaves the doubt open, especially when the quote has four figures on it.
One detail matters more than it seems: when the email domain matches the website domain, the customer can confirm you exist in one click. If you write from a loose account and your site sits on a different domain, that check breaks.
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The day someone leaves with the mailbox
This is the serious one, and it's almost always discovered late. When accounts are personal, the company has no control over them: the history, the contacts, the quotes sent and the supplier threads all live in an account owned by a person, not by the business.
The day that person leaves, all of it goes with them. No bad faith required: it's enough that nobody else knows the password. With mailboxes on your domain, the account belongs to the company. You revoke access from whoever leaves, hand it to someone else, and the history stays where it should.
The same goes for the domain. Email only keeps working if the domain is registered to your company and you hold the access, which is worth checking before there's any hurry.
Why your emails end up in the junk folder
This is where badly set-up business email gets expensive. A new domain with no authentication configured, sending quotes to customers who have never written to you, is a strong candidate for the spam folder.
Filters look at three records configured on the domain:
- SPF, which states which servers may send on your behalf.
- DKIM, which signs each message to prove nobody altered it in transit.
- DMARC, which says what to do when something doesn't add up and lets you receive reports on who is using your domain.
Google publishes its sender guidelines, and that's where today's requirements for reaching the inbox are listed. If you want to understand DMARC without unnecessary jargon, the documentation at dmarc.org explains it well. And if the security side worries you — impersonation, fake invoices, emails that look like yours — Spain's INCIBE publishes free material for companies worth reading once.
The short version: if your emails go to spam, it's almost never about what you write. It's about how the domain is configured.
How many accounts you actually need
A simple rule that works in almost any company under twenty people:
- One mailbox per person who talks to customers or suppliers.
- One shared mailbox for the generic address, hello@ or info@, checked by more than one person.
- Aliases for departments: orders@, accounts@, support@. They land in an existing mailbox and don't cost an extra account.
What to avoid is the shared mailbox with the password on a sticky note, or everything landing in the owner's account and being forwarded on by hand. That holds up while there are three of you.
What business email costs
There are two routes. One is buying per-user suites, which run to a few euros a month per account and add up quickly once you have twelve people. The other is having email inside a service that already covers hosting and maintenance.
We do it the second way and it's published on our pricing page: the €100 a month plan includes one mailbox, the €200 one includes two, and the presence plans come with 10 mailboxes at €400, 15 at €750 and 25 at €1,500, all with their aliases, forwarding and setup on the team's phones. Prices exclude VAT and there's no lock-in.
If all you need is email and nothing else, say so and we'll tell you whether a per-user suite suits you better. Sometimes it does, and we'd rather save you the fee than sell you a plan you don't need.
Switching provider without losing a single message
The usual fear about moving email is losing messages or being cut off for a whole day. With a proper migration neither happens: mailboxes are copied with their full history and folders, everything is checked, and only then does the record pointing email at the new server get changed.
For a few hours messages may arrive in both places, which is why the old mailbox stays open for a few days before being closed. In our plans the migration of both the website and the email accounts is included, precisely so that switching doesn't cost you money or headaches.
What to nail down
- The domain, registered to your company, with access to the panel where it renews.
- The accounts, owned by the company, not by whoever created them.
- Backups and a clear idea of how much history is kept.
- Domain records checked: SPF, DKIM and DMARC configured from day one.
- A clean exit: if one day you leave, the mailboxes get exported and you take them with you.
How we go about it
Email sits inside the service, on the same high-performance hosting as the website, with accounts created in your company's name and configured on the team's phones. We set the authentication records up from the start, not when the first spam problem shows up.
If you also have processes that hang off email — quotes sent by hand, reminders somebody has to remember — that part can be automated so it happens on its own. And if what you want is to be found before anyone writes to you, that's SEO, a different conversation but part of the same plan.
Write to us and we'll take a look: ten minutes is enough to tell whether what you have holds up or is asking for a change.
Tell us what you need and we'll give you a price
We reply the same day. No commitment, no sales pitch.