Add a sender on your profile, verify it with a test email, then set it as your default so deal submissions can leave from your mailbox.

If a sender already exists but stops sending or shows an error, use Reconnect your email sender instead of creating a duplicate.

Add a sender

Create the sender from your user profile. The profile is specific to you; the workspace Settings page is separate.

In the top right of the sidebar, click your name or initials and select View profile.
Open the Senders tab.
Click + New sender.
Fill in the fields for your email provider, then save.

Sender fields

Every sender uses the same form. Provider-specific values are listed in the sections below.

Field	What it controls	Example
Users	MCA Pilot users who can send through this sender
Email	How the sender is labeled in MCA Pilot	John Galt
Username	SMTP username (usually your full email address; SendGrid uses `apikey`)	[email protected]
Type	Connection type, such as Custom SMTP or Microsoft	Custom SMTP
From name	Name recipients see on the From line	John Galt
Password	SMTP password or API key for the provider	haig dcoi efen edxa
Host	SMTP server address	smtp.gmail.com
Port	SMTP port for the provider	465
Requires SSL/TLS	Whether the connection encrypts with SSL/TLS	TRUE (checked)

Add yourself and any reps who submit deals in the Users field when you create the sender. If a rep later sees an empty email-account dropdown, they are missing from this field.

Gmail or Google Workspace

Gmail senders use Custom SMTP with a Google app password, not your normal Gmail login password.

Field	Value
Username	Your full email address
Type	Custom SMTP
From name	The name you want on outgoing emails
Password	Google app password (16 characters)
Host	`smtp.gmail.com`
Port	`465`
Requires SSL/TLS	TRUE (checked)

Create a Google app password

Turn on 2-Step Verification for the Google account if it is not already on.
Open Google App Passwords.
Name the password MCA Pilot and click Create.
Copy the 16-character password with no extra spaces.
Paste it into the Password field on the MCA Pilot sender form.

Google 2-Step Verification settings page showing App passwords section

Google app password generation screen showing 16-character password

The app password is shown only once. Do not copy leading or trailing spaces. If you lose it, create a new one.

Changing your Gmail password deletes every Google app password. Create a new app password and use Update Password on the sender in MCA Pilot. Do not create a second sender for the same mailbox unless you intend to keep both. Using your regular Gmail password instead can fail with Invalid login: 534-5.7.9 Application-specific password required.

Microsoft Outlook or Microsoft 365

You can connect Microsoft mail with Custom SMTP or with Microsoft OAuth.

Username: your full email address
Type: Custom SMTP (recommended for higher volume). Type Microsoft uses OAuth 2.0 and can hit throttling when you send many emails at once.
From name: the name recipients should see
Password: the password you use to sign in to Outlook (Custom SMTP)
Host: smtp.office365.com for business, or smtp-mail.outlook.com for personal
Port: 587
Requires SSL/TLS: FALSE (unchecked)

If Custom SMTP fails with a 535 error, SMTP AUTH is usually disabled in the Microsoft tenant. Follow Why am I getting an 'Invalid login: 535' error with Microsoft 365?.

SendGrid

Use SendGrid when you need higher outbound volume than Gmail allows. Gmail and Google Workspace limit daily volume (2000 emails per day and 100 unique recipients per day).

Field	Value
Username	`apikey` (all lowercase)
Type	Custom SMTP
From name	Your full email address
Password	Full SendGrid API key
Host	`smtp.sendgrid.net`
Port	`587`
Requires SSL/TLS	FALSE (unchecked)

Before you rely on these values, create the SendGrid account, authenticate the domain, and create the SMTP Relay integration. Full steps are in How to Set Up A Sendgrid Account.

Verify the connection

A sender is ready when a test email arrives and the status shows Verified with a timestamp.

On the Senders tab, hover over the sender and click Send test email.
Enter an address you can open and click Confirm.
Confirm the test message arrived and the sender status shows something like Verified at a timestamp.

If verification fails, the sender status shows the error from your email provider. Use the checklist in Reconnect your email sender.

Set your default submission sender

The default submission sender pre-fills the Send from field when you open Submit on a deal.

On your profile, open the Details tab.
Expand Defaults.
Click Edit.
In Default submission sender, choose the verified sender and save.

You can still pick a different sender on a single deal. Setting a default only speeds up the common case.

Give reps access to the sender

Reps only see senders they are added to. If the email-account dropdown is empty during submit, open the sender, edit Users, and add the rep.

For the full empty-dropdown vs missing-Submit distinction, see Troubleshoot sender access and an empty sender dropdown. For seat, deal visibility, and Can submit deals, see How to Set Up Rep Access, Manager Visibility, and Sender Permissions.

Start submitting deals

After the sender is verified and set as default, submissions can leave from that mailbox.

Open a deal and click Submit.
Confirm Send from shows the correct sender. You can leave the default selected, pick a different sender, or create a new sender from this field.
Confirm your files are in order using the App and banks field under the Underwrite tab, and that the funders you want are on the Funders tab.
Click Submit and confirm. MCA Pilot sends a separate email to each funder and logs them in the Submissions table.

To test without emailing real funders, create a test funder that uses your own email address, add it on a deal, and submit as usual.

Common errors

When a submission status is errored, open View error for the provider message. Start with the matching row below, then use the full recovery guide if the sender still fails.

Error	Cause	Fix
`Invalid login: Username and Password not accepted` (Google)	App password was deleted or credentials are wrong. Google deletes app passwords when the Gmail password changes.	Create a new app password, then use Update Password on the sender. Full steps in Reconnect your email sender.
`Internal error` (Google)	Same class of invalid or deleted app password.	Generate a new Google app password and update the sender.
`Application-specific password required (534-5.7.9)` (Google)	Regular Gmail password was used instead of an app password.	Create an app password and update the sender password field.
`Message too big (552 5.3.4)` (Google)	Attachments exceed Gmail’s 25MB limit.	Keep total files under 18MB after encoding overhead. Compress PDFs if needed (for example at pdfcompressor.com).
`535` / `535 5.7.139` (Microsoft 365)	SMTP AUTH is disabled for the mailbox or tenant.	Follow Why am I getting an 'Invalid login: 535' error with Microsoft 365?.
`write ECONNRESET` (SendGrid)	The SMTP server closed the connection unexpectedly.	Wait 2–3 minutes and resubmit. See Error from Sendgrid: write ECONNRESET.
No email accounts in the dropdown	The rep is not in the sender’s Users list, or is missing submit permission.	Add the rep under Users. See Troubleshoot sender access and an empty sender dropdown.

For password changes, expired Microsoft sign-in, SendGrid DNS problems, duplicate sender records, and IMAP password updates, use Reconnect your email sender.

Read funder replies automatically

Sending and reading replies are separate. After the sender can send, enable AI Processing and IMAP so MCA Pilot can read declines, offers, and stips from the inbox. See Configure Your IMAP Settings.

Connect Your Email to MCA Pilot