Change, Replace, or Disconnect Your Email Domain

Once your domain is active, the Email sender card in Invoices > Configure > Messages shows it with its status and these actions: Edit sender details, Replace sender domain, Disconnect, Send test email, and Check DNS. Only owners and administrators can use them.

Nothing switches sender on its own. Each change below happens only when you choose it, and invoice emails are never sent from the Keito address unless you choose the standard Keito sender.

Edit the sender on the same domain

To change the mailbox, display name, or Reply-To while keeping the same domain:

Select Edit sender details.
Change the Sender name, From address, or Reply-To. The From address must stay on the same domain, for example accounts@acme.example instead of billing@acme.example.
Select Save sender details.

The domain stays verified and there are no new DNS records. Emails that were already reviewed with the previous details are checked again before they are sent. To send from a different domain, replace the domain instead.

Replace your sender domain

Replace sender domain sets up a different domain while your current one keeps sending.

Select Replace sender domain, enter the new From address, for example billing@acmegroup.example, and select Start replacement.
Complete the ownership, records, and verification steps for the new domain, as in the setup guide. Your current domain stays active the whole time.
On the Ready step, Keito warns: “Activating replaces acme.example: sending from acme.example stops at once and its records are removed from the email provider. You can then remove its DNS records. Emails already submitted keep their original sender.”
Tick the mailbox confirmation and select Use this sender for invoice emails.

The old domain is retired straight away, usually within seconds. It then appears once as Disconnected, “Replaced by acmegroup.example”, with the names of the DNS records you can now delete at your DNS provider:

_keito-verification.acme.example
the three <token>._domainkey.acme.example CNAME records

Only the names are listed, never the ownership value. Select Dismiss when you have removed them. Dismissing hides the notice in that browser only.

If you enter an address on the domain you already use, Keito suggests Edit sender details instead, because that keeps the existing verification.

Switch to the standard Keito sender

To send from Keito’s address again without removing your domain, select Standard Keito sender on the Email sender card and confirm Use standard Keito sender.

Future invoice emails come from Keito’s address with your sender display name and Reply-to email.
Your domain stays verified but is Paused. Leave its DNS records in place if you may switch back.
Emails that were already queued or reviewed with your domain aren’t re-sent automatically.

To switch back, wait for the next health check or select Check DNS. The domain returns to Ready within about 15 minutes. Then select Use this sender for invoice emails.

Disconnect your domain

Disconnect stops sending from the domain and removes it from the email provider.

Select Disconnect on the domain’s card.
Choose what future invoice emails should do:
- Use the standard Keito sender for future invoice emails; or
- Hold future invoice emails until I choose a sender.
Select Disconnect domain.

Sending from the domain stops immediately. Deliveries that were already queued or reviewed with that sender are held for review rather than sent from the Keito address. The card shows Disconnecting while the email provider’s records are removed, which usually takes a few seconds, and then Disconnected with the DNS record names you can delete.

If the removal stops, for example because of a problem on the email provider’s side, the card stays at Disconnecting with a reason and a reference. Sending is already revoked. After support confirms the fix, select Retry cleanup. It counts toward the hourly limit for manual checks and doesn’t change which sender invoice emails use.

To cancel a setup that hasn’t finished, select Close setup for now, then Disconnect on its card. You can set up a different domain while an old one is still being removed. The same domain can be set up again once it shows Disconnected, and that counts as a new setup.

Setup limits

Limit	Value
Setups in progress	One at a time for each workspace, including a replacement. Finish or disconnect it before starting another.
New setups	Three in any seven days for each workspace. Replacements and setups you later disconnect or that expire count too. Reopening a setup that is already in progress doesn’t.
Time to verify	Seven days from the start of a setup, or from the last time you regenerated the ownership record. After that the setup expires.
Manual checks	Six an hour for each workspace, shared by Check DNS and Retry cleanup. Automatic checks aren’t limited.
Test emails	Five an hour and twenty a day for each workspace.

When the setup limit is reached, Keito says “This workspace has reached its domain setup limit for now. Contact support to continue.”

If your plan changes

Your own domain is a Business plan feature. If the workspace moves to a plan below Business, the domain is paused and invoice emails from it are held. You can choose the standard Keito sender on any plan to resume sending straight away; you don’t need to upgrade to recover held email.

If you return to Business, select Check DNS. The domain returns to Ready without a new setup, and you activate it again. If the workspace stays below Business for 30 days, Keito disconnects the domain, and you would need a new setup to use it again.