Custom Business Email Setup Services.
you@yourbrand.com is a two-hour setup and a ten-year commitment. We pick the right provider for the team (usually Google Workspace or Microsoft 365, sometimes neither), set up authentication properly, migrate the old mailboxes without losing messages, and configure the clients everyone actually uses. The goal isn't fancy — it's mail that lands in inboxes, doesn't forward to spam, and keeps working five years from now.
Everything a working
email setup needs.
Custom email isn't a single task — it's four that get skipped or half-done by whoever set it up first. Here's the full scope of what we handle, grouped by the order we do them in.
Setup
Picking the right provider for the team, then getting mail flowing on your domain.
- Provider selectionGoogle Workspace, Microsoft 365, Zoho, or a lean IMAP host — picked against team size, existing tools, and budget, not defaulted to Google.
- MX records + domain verificationMX, TXT verification, auto-discovery records, and sub-domain mail routing if you run marketing mail separately.
- User mailbox provisioningAccounts, aliases, shared mailboxes, and distribution groups created against an org chart you sign off on — not ad-hoc later.
Deliverability
The part nobody sets up, then wonders why their email lands in promotions.
- SPF recordOne consolidated SPF with every sender your domain legitimately uses; no duplicate records, under the 10-lookup limit.
- DKIM signingDKIM keys generated, published, and verified for every sending source — primary mail, marketing tool, transactional sender.
- DMARC policyDMARC started at p=none with aggregate reporting to a monitored inbox, then tightened to quarantine / reject once the reports are clean.
- Reputation checkDomain and sending IP checked against major blocklists, MX-Toolbox, mail-tester score before handover.
- Warm-up plan if the domain is newRamp schedule for a fresh domain — low-volume, high-engagement sends first, scaled over 4–6 weeks before bulk.
Migration
Moving from the old provider without losing a single message.
- Pre-migration inventoryMailbox sizes, folder structure, shared-folder mapping, forwarders and rules all documented before a single message moves.
- IMAP / provider-native syncMessages migrated with their metadata — date received, read/unread state, folder placement, labels — not as flat exports.
- Dual-run windowBoth providers accept mail for 48–72 hours during cutover, so nothing bounces while MX records propagate.
- Post-migration delta syncAny messages that arrived at the old provider during the dual-run get re-synced after cutover. No lost receipts, no lost client threads.
Client config
What the team actually sees every morning.
- Desktop clientsOutlook, Apple Mail, Thunderbird configured per user — either via IMAP/SMTP or native Workspace / M365 sync profiles.
- Mobile clientsiPhone and Android set up with the right sync profile, push notifications working, calendar and contacts attached.
- Shared mailbox accessShared inboxes, delegated mailboxes, and send-as permissions configured so the team isn't emailing from personal addresses.
- Handover docShort written guide: how to add a new user, how to reset a password, how to grant delegate access. Saved where the team can find it.
Worth calling out upfront: these four are common asks that don't belong on a primary mail domain, and we'll say so before we quote. They're not bad needs — they're different engagements that need a different setup.
- Marketing email blasts, campaign design, or list management — those belong in a dedicated ESP (Mailchimp, Klaviyo, Brevo), not your mail server.
- Cold outreach and sales-prospecting sequences — they need a warmed secondary domain, not your primary; we won't set them up on your main domain.
- Spam, grey-mail, or abuse-adjacent sending — if the intent is mass unsolicited mail, we're not the right vendor.
- Renting or maintaining a custom mail server (postfix, exim, mailcow on your VPS) — the economics don't work against Workspace / M365 for almost any team.
Four principles.
No slogans.
Deliverability, not features
A beautifully configured mailbox that lands in spam is worse than a plain one that reaches the inbox. Most email setups we inherit have a broken SPF, no DKIM, and a DMARC nobody's looking at. That's where we start — fancy features can wait.
Least-privilege admin
The admin console is powerful enough to read every mailbox, reset every password, and export the whole company's mail. One person shouldn't have unreviewed access to all of that. We scope admin roles — Super Admin, User Management, Help Desk — and document who has what, so it doesn't quietly drift.
Backup and retention are a policy, not a default
Workspace and M365 backups are not the same as a third-party backup. If a user deletes a folder and empties trash, it's gone in 30 days. We set up a documented retention policy and — for teams that need it — a third-party backup with a restore process we've actually tested.
Honest cost structure
The real monthly cost per seat is provider licence plus backup, security add-ons, and archiving where they're warranted — not the advertised base price that reads cheaper in a proposal. On day one we quote the full picture per user, including add-ons we'd actually recommend, so the number you sign off on is the number you see on the invoice.
How we work, start to finish.
- 01Discovery
We look at your current setup — who has mail, where, on what, how it's used. Output: a one-page recommendation on provider, seat count, add-ons, and a migration plan timeline. You approve before anything is bought.
- 02Provision & authenticate
New tenant set up, DNS records published (MX, SPF, DKIM, DMARC), users provisioned with aliases and groups. Deliverability verified against mail-tester + MX-Toolbox before any production mail moves.
- 03Migrate
Mailboxes synced with full metadata — folders, labels, read-state, attachments. Dual-run window during MX cutover so nothing bounces. Final delta sync after cutover catches anything in transit.
- 04Configure clients & hand over
Desktop and mobile clients configured per user, shared mailboxes and delegates set up, handover doc written. One 30-day check-in to review deliverability reports and fix anything the first weeks surfaced.
Before you
ask us.
Put mail on your domain, properly.
Tell us what you're using today and what isn't working. You'll get a plain-English read on which provider fits, what the migration looks like, and the real monthly cost per user — before any commitment.
or email hello@genvoid.com