Vinyl Studio can now draft and send a client email, or save it as a Gmail/Outlook draft, without you ever having to copy-paste anything out of Vinyl. The email appears as an editable card inside the Studio chat, where you can edit the To, Cc, Bcc, and body inline before sending.
There are two ways to generate a client email, and both work from a meeting recording or the Studio tab:
Use the Follow-up client email prompt (the quick-action button for generating a follow-up email).
Ask in your own words, for example, "draft an email to the client summarising next steps."
Requirements
To use email sending, users need two things in place:
Your email connected — go to Integrations and connect the Email card. You connect either Gmail or Outlook, not both. If email isn't connected, Vinyl will prompt you to connect rather than failing silently. Note that connecting your Outlook calendar does not connect your Outlook email. The email integration is a separate connection on the Integrations page.
AI "Email" permission enabled — this is on by default, but a Master Admin can switch it off for the team in Settings › Firm › AI permissions. If the send option isn't showing up, this is the first thing to check.
Check which mailbox is connected
The Email card under Integrations shows the email address of the mailbox Vinyl is connected to, so you can see at a glance which account your emails will be sent from.
If the connected mailbox doesn't match the email address on your Vinyl account, you'll see a warning on the card. This usually happens when someone else, such as an IT admin, signed in to Microsoft on your behalf while connecting. Emails need to send from your own mailbox, so click Switch mailbox on the Email card and sign in as yourself.
Connecting Outlook when your organisation needs IT approval
Some Microsoft 365 organisations require an IT admin to approve new apps before anyone can connect them. If Outlook doesn't connect, Vinyl shows a page explaining why. Here's how to get set up:
Get an IT approval link. Anyone can do this. On the page Vinyl shows, click Get a link for IT and send the link to your IT admin.
Your IT admin approves Vinyl for the organisation. They open the link, sign in with their Microsoft admin account and grant consent. Once they're done, they'll see a page confirming the outcome.
Each person connects their own mailbox. Once IT has approved Vinyl, everyone goes to Integrations, connects again on the Email card, and signs in to Microsoft as themselves.
Tip: Your IT admin only needs to approve the app. It works best when they don't connect email from inside your Vinyl account, as that links their mailbox instead of yours. If you're connecting on a shared or IT-managed computer, a private/incognito browser window helps make sure Microsoft signs you in as you.
Setting up your email signature
Vinyl can automatically add your signature to any email it drafts or sends. Without a saved signature, emails will go out without one, Gmail and Outlook only auto-append signatures when you send from their own web app, not when sending via Vinyl.
To save your signature, go to Integrations and click Manage signature on the Email card.
Can't see Manage signature? The Manage signature option only appears once your Gmail or Outlook email is connected. If you've only connected your Outlook calendar, go to Integrations, connect your Outlook email through the Email card, and the option will appear.
Rich text, links, and linked images are all supported. Use the Send test email button to preview exactly how your signature will look before using it in a real email.
Tip: To copy your signature from Gmail, go to Settings → See all settings → General → Signature. Formatting, links, and images are preserved when you paste.
Email Permissions
When you connect Gmail or Outlook, you may notice the consent screen lists permissions that appear broader than expected, such as the ability to manage or delete emails. This is a standard Gmail and Outlook permission bundle: the moment any app requests the ability to send email on your behalf, these scopes are packaged together by your email provider. Vinyl cannot request only a subset of them.
What matters is how Vinyl actually uses these permissions:
Vinyl only drafts and sends email, nothing else.
The AI never sends or saves anything on its own. It can only present a draft for your review.
Sending is always your action. Nothing reaches your inbox or outbox until you explicitly click Send. Once a draft is in front of you, the AI cannot modify or act on it.
So while the permission grant from Google or Microsoft is broad, there is no path for Vinyl to touch your mailbox without your explicit approval.
What the Email Integration does not do
It does not read your inbox. Vinyl cannot access, display, or manage incoming emails, it's outbound only.
It does not auto-send. Vinyl Studio always generates an editable draft card for you to review before anything is sent.
It does not schedule emails to send at a later time.
Gmail and Outlook only. Other email providers are not currently supported.
Why it matters for accountants
After every client meeting, accountants typically spend time writing up what was discussed, what the client needs to action, and what the firm will do next. Vinyl Studio reads the meeting transcript and generates that follow-up email for you, you review it, make any edits, and send, all without leaving Vinyl.
Faster follow-ups — Send a professional next steps email to your client minutes after a meeting ends.
Nothing gets missed — Vinyl Studio captures action items and commitments from the transcript so your follow-up is accurate and complete.
Consistent client communication — Every email includes your signature and follows a consistent structure, regardless of who on the team sends it.
Cross-sell opportunities — Use the cross-sell email prompt to pitch additional services based on what came up in the meeting.
Common issues
"It says my email connection expired / lost permission"
Reconnecting your Gmail or Outlook account in Integrations sorts this out.
"There's a warning on my Email card" / "My emails won't send from Outlook"
Check the email address shown on the Email card. If it isn't your own mailbox, click Switch mailbox and sign in to Microsoft as yourself (a private/incognito window helps). Once it shows your address, try sending again.
"Microsoft says I need admin approval"
Your organisation requires IT to approve Vinyl first. See Connecting Outlook when your organisation needs IT approval above. If Microsoft shows an error code starting with AADSTS, send us a screenshot and the time you tried, and we'll help work out the next step.
"My emails are going out without my signature"
A signature hasn't been saved yet. You can save one via Manage signature on the Email card on the Integrations page. Once saved, Vinyl will automatically append it to all outgoing emails.
"I can't find Manage signature" / "Only Outlook Calendar shows in Integrations"
Your Outlook calendar is connected, but your Outlook email isn't. Connect your Outlook email through the Email card on the Integrations page. Once connected, the Manage signature option will appear.
"Provider declined / rate limit" or "temporarily unavailable"
This usually clears after a few minutes. If it keeps happening, chat with us.
"The send option isn't showing"
Check that the AI "Email" permission is enabled, as a Master Admin may have switched it off in Settings › Firm › AI permissions. Also confirm that Gmail or Outlook email is connected in Integrations. If both are in place and the option still isn't showing:
Do a hard refresh of the page (Ctrl + Shift + R on Windows, Cmd + Shift + R on Mac).
If that doesn't help, log out of Vinyl, clear your browser cache and cookies, then log back in.
Still missing? Chat with us below and include a screenshot so we can take a look.