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Alex Pabouctsidis

Hi all,

I'm been struggling with this issue for the past couple of days. The core issue is that some of the odoo emails go straight to the gmail spam box.

My setup:

  • Odoo:18 community edition, running on Hetzner VPS with docker (odoo:18 image)
  • 0 Customization or 3rd part addons. This is stock odoo:18
  • Reverse proxy + Cloudflare DNS, odoo is running at odoo.naviq.com
  • emails are sent from xxx@naviq.com
  • Using transaction email services for SMTP outgoing emails. Tried with
    • Amazon SES
    • ZeptoMail
    • Postmark
  • DNS configured correctly for SPF, DKIM, DMARC
  • naviq.com is not on any blacklists https://mxtoolbox.com/SuperTool.aspx?action=a%3anaviq.com&run=toolpage#
  • I have a google workspace setup on naviq.com with multiple email accounts. We've been using them for the past year without issue.

The test procedure:

I'm creating a contact using various test emails addresses. Using some from gmass.co, and some personal accounts.

I then send a quotation with 1 product. It always goes to SPAM. However if i send a message instead. It delivers correctly.

In gmail, the emails shows that the SPF, DKIM, and DMARC all PASS. If i mark the quote as not spam, the following emails are delivered correctly.

I've repeated this with mail different emails, and the behavior is consistent.

Everything is pointing to an issue with the email content. But if that was the case i'd expect other people to be having similar issues. The email templates are stock odoo:18. No changes.

As a final test I used the google workspace email account as the SMTP outgoing server. And even there is fails.

I'm at my witts end. Does anyone have any insights in whats going on? I can send anyone an odoo quote so you can see it in action, if it helps.

Thanks!

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Alex Pabouctsidis
Author

Some more insights.

I did some tests using the google workspace email as the SMTP outgoing. This allowed me to forward the quoation email, tweaking it slightly.

It seems gmail doesn't like the odoo.naviq.com link for the 'accept and sign'. I changed the link to naviq.com, shop.naviq.com, sales.naviq.com. They all pass. but odoo.naviq.com goes to spam

It seems gmail really doesn't like odoo in the domain.

De Neef Karel

Hello Alex,

I am struggeling with the same problem, just like you discribe it.

Have you found a solution yet?

Thank you for the information.

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Cybrosys Techno Solutions Pvt.Ltd
Best Answer

Hi,

In Odoo 18, quotation emails often end up in Gmail’s spam folder even when SPF, DKIM, and DMARC checks pass. This usually happens because Gmail’s filters are sensitive to the HTML content, tables, and structured formatting used in quotation templates, whereas simpler messages without attachments are delivered correctly. The issue is less about SMTP setup or domain reputation and more about how Gmail interprets automated or complex email content.


Factors that can influence this include the “From” address, which should match the verified domain, and the reputation of the sending domain, which improves over time with consistent legitimate emails. Gmail may also flag new sending patterns or templates as spam until a positive sending history is established.


To mitigate the issue, you can simplify the email templates, reduce complex HTML elements, ensure the “From” and “Reply-To” addresses align with the domain, and use tools like Google Postmaster to monitor domain reputation. Another approach is to send a short message with a link to the PDF or portal instead of embedding the full quotation in the email body, which reduces spam triggers.


Hope it helps

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