Microsoft 365 and Google Workspace
Connect once, then forget about it
Link your directory once. On Gmail, Soniako writes the signature directly; on Outlook, the Soniako add-in is deployed once from your admin center.
For IT services, MSPs and software teams
Email signature management for IT services companies
Your engineers, support staff and sales reps write to your clients every day, often in the middle of an incident or a contract renewal. Soniako is email signature management software that syncs with Microsoft 365 or Google Workspace: every employee’s signature is consistent, up to date and becomes a space to promote your services.
Pre-filled demo console · Hosted in the EU · No credit card
Works with
Microsoft 365 Google Workspace
Why IT services companies struggle with email signatures
IT teams are the ones who “should” sort this out, and also the ones with the least time to build and maintain it.
-
Different roles, different details
A support technician, a field engineer, a solutions architect and an account manager each need a different title and a different contact channel. A single copy-pasted signature gets it wrong for every one of them.
-
It never reaches the top of the ticket queue
Signature updates come after incidents and projects. A rebrand or a new phone number is a request that keeps getting pushed back.
-
Rebrands, acquisitions and new offers
Every change of logo, address, domain or catalog means touching mailboxes across the whole company, and someone is always missed.
-
Recipients can’t tell a real email from a fake one
When signatures vary widely, a clean, consistent signature gives clients a reference point. A support request that looks odd is easier to question when people know what your emails normally look like.
-
Your own services barely get a mention
Your engineers write to your clients’ IT managers every day, and the signature says nothing about managed services, security audits or the support portal.
Why the email signature matters for an IT services company
Clients hand you the keys to their systems. Every email feeds their judgment: are you as organized as you say you are?
In IT services, the work is invisible until something breaks. Email is often the main visible trace: an incident update, a change notice, a quote. A clean, consistent signature, with the right contact channel and escalation details, tells the client who is accountable.
It also supports growth. Engineers and support teams write to the people who buy IT services. A scheduled banner can point them to a managed services offer, a security audit or your support portal, at no media cost.
-
Trust and credibility
A consistent identity across support, engineers and sales is the sign of a well-run company.
-
Professional communication
The right title, team and contact channel in every email, whether it’s an incident update or a quote.
-
Sales pipeline
A banner for a service offer or a free assessment reaches the people already reading your emails.
-
Consistency across employees
Engineers, technicians and sales reps look like one company, not four.
How Soniako fits into an IT services team
It works with the Microsoft 365 or Google Workspace directory you already administer, and is set up just once.
-
- Teams
The right signature for each role
Split people into teams (support, engineering, pre-sales, sales) and give each its own signature, with shared brand blocks.
- Templates
Build it once, in blocks
Start from one of six templates in the block editor, apply your brand and add fields that fill in from each person’s record.
- Automatic rebuilds
One edit, everywhere
New logo, new address or new domain: edit the source and every signature rebuilds and is redeployed, with no mailbox-by-mailbox work.
- Banners and scheduling
Promote your services, not just your contact details
Schedule a banner for a service, an event or a support portal, and target it by team or by person (Pro).
- Hosting and data protection
Answers for client security audits
Data is hosted in the European Union, GDPR-compliant, encrypted in transit and at rest, and a DPA is available on request.
See the setup guides for Microsoft 365 and Google Workspace, the pricing page, or find out how teams choose email signature software.
Directory sync, teams, targeting, analytics and deployment tracking are part of the Pro and Enterprise plans.
Email signature use cases for IT services companies
Four situations IT and operations managers tell us about most often.
-
Standardize signatures for engineers, support and sales
Give each function a signature with the same brand structure and the right details for its role. Support can show its help channel, sales reps their booking link.
In practice
Support technicians show the helpdesk channel, while account managers show a direct line and a booking link.
-
Promote managed services and offers
Use the banner slot for an IT health check, a security audit or a new managed service. Schedule it, target the right teams and read the clicks afterwards.
In practice
A “Free IT health check” banner runs on the sales and accounts teams during a quarterly campaign.
-
Roll out a rebrand or an acquisition without touching mailboxes
After a merger, a rename or a new logo, you edit the source once. Soniako rebuilds and redeploys the signatures, and rollout tracking shows who is still pending.
In practice
After the company rename, a single edit replaces the logo and address in every team’s signature.
-
Keep client-facing details accurate despite role changes
Engineers move between projects and teams. Titles, teams and contact details come from the directory: the signature matches the person without opening a ticket.
In practice
A field engineer becomes a team lead; the directory update changes the title in the signature.
Connect once, deploy by the afternoon
Four steps, administered once by someone with admin rights on your mail system.
-
Create the company template
Use the block editor, apply your brand and choose the fields that come from each person’s directory record.
-
Connect your organization
Authorize Soniako on Google Workspace, or deploy the add-in from the Microsoft 365 admin center. Users and groups sync.
-
Assign signatures to teams and employees
Give support, engineering and sales their own signatures and, if useful, their own banner.
-
Keep everything in sync
Edit the template once; it rebuilds for everyone. Check who is up to date from the rollout view.
An IT services company with 150 employees
An illustrative scenario: a 150-person managed service provider split between support, engineering and sales, on Microsoft 365.
Before Soniako
- The signature is a file in a shared folder that people paste into Outlook.
- Since the last office move, half the company still shows the old address.
- Engineers use different titles for the same role.
- The rebrand request has sat in the IT backlog for weeks, behind client tickets.
- Nothing in the signature mentions managed services or security audits.
With Soniako
- One template per function, synced from the Microsoft 365 directory.
- Titles and contact details come from the directory record: there is a single source of truth.
- The rebrand is a single edit, with rollout tracking showing who is still pending.
- A scheduled banner promotes a service offer to the teams that talk to buyers.
- IT administers it once and moves on, because everything rebuilds on its own.
Illustrative scenario, not a customer case study or a statistic. A company of this size falls under the Pro plan (up to 200 people).
The Soniako features IT services teams rely on
Four capabilities that keep this topic from clogging the IT backlog.
- Integration
Microsoft 365 and Google Workspace
Directory sync, Gmail deployment or Outlook add-in, configured once by an administrator.
- Automation
Automatic rebuilds
Edit a template once and every assigned signature is rebuilt and redeployed.
- Teams
Teams and targeted banners
Different signatures and banners for support, engineering and sales.
- Security
EU hosting, GDPR and DPA
Hosted in the European Union and encrypted, with a DPA available on request for client audits.
Ready to take back control of your company’s email signatures?
Open the demo console to see a signature designed and assigned, or request a demo and we’ll walk through your Microsoft 365 or Google Workspace setup.
Free up to 5 people. No credit card.
Email signature management for IT services: your questions
What is email signature management software for an IT company?
It’s a tool that builds, deploys and maintains every employee’s email signature from one place. For an IT services company, it connects to Microsoft 365 or Google Workspace: signatures stay consistent as people join, change roles and leave.
How do I deploy email signatures with Microsoft 365?
An administrator deploys the Soniako add-in once from the Microsoft 365 admin center. It fetches the already-built signature with each new message, which keeps it up to date without intervention. Directory sync goes through Microsoft Graph.
How do Google Workspace email signatures work with Soniako?
An administrator authorizes Soniako once at the domain level, then Soniako writes the signature directly into Gmail for each person. Nothing is installed on workstations.
Do we need to involve IT to get started?
To try it out, no: the demo console opens without an account. To connect your directory and deploy, someone with admin rights on Microsoft 365 or Google Workspace has to do it once, at the start.
Can engineers, support and sales have different signatures?
Yes. People are split into teams, and each team can have its own signature or banner. Teams and targeting by team and by person are part of the Pro plan.
Where is our data stored, and can we get a DPA?
The database and signature files are hosted in the European Union, with GDPR-compliant processing and encryption in transit and at rest. A DPA is provided on request, and a DPA and a security questionnaire are included with Enterprise.
How much does it cost for a 150-person company?
The Pro plan is billed per person per month and covers up to 200 people, with annual billing available. The pricing page shows current prices; above 200 people, the Enterprise plan is quoted.
Explore other industries
-
BPO and call centers
Thousands of seats, client programs and constant hiring: a signature that keeps up.
Read more
-
Real estate
Agents, offices and listings: consistent signatures and a banner for every property launch.
Read more
-
Consulting
Partners, practices and offices on one signature, with room for your latest ideas.
Read more
-
Marketing agencies
An on-brand signature for every team, and a banner slot for your case studies and new services.
Read more
-
Automotive
New, used and after-sales on one signature, with a banner for every test drive, trade-in and service offer.
Read more
Guides worth reading next
-
Deployment
Deploying email signatures in Outlook and Microsoft 365: transport rules or add-in?
Manual signatures, Exchange mail flow rules or an Outlook add-in: a comparison of the ways to deploy one email signature across Microsoft 365.
4 min read
-
Deployment
Deploying email signatures in Gmail with Google Workspace: the complete guide
Three ways to install one email signature on every Gmail account in Google Workspace: manual setup, the admin footer, or the API with domain-wide delegation.
4 min read
-
Strategy
How to choose email signature software: 12 criteria to compare solutions
Gmail and Outlook support, directory sync, banners, analytics, GDPR, pricing: 12 criteria to compare email signature software, plus questions to ask vendors.
5 min read