If your organisation has decided to move to Proton Mail, buying through an authorised Indian partner ensures you get correct INR billing, proper DNS configuration, and assisted migration — not just a licence key.
Cloudfy Systems is an authorised Proton reseller in India. This post explains what we handle as part of a Proton Mail deployment and why that matters for Indian businesses.
Why Buy Proton Mail Through an Authorised Partner?
1. INR Billing with GST Invoice
Proton's own website bills in EUR or USD. For Indian businesses that need INR invoices for accounting and GST Input Tax Credit (ITC) claims, buying direct creates friction — you receive a foreign currency invoice that requires additional processing.
Cloudfy provides:
- INR-denominated invoice
- GST invoice (GSTIN: 09AAOFC1060G1ZK)
- ITC-claimable documentation
- Formal purchase order support for procurement departments
2. DNS and Email Authentication Setup — Included
Deploying Proton Mail on a custom business domain requires specific DNS changes that, if done incorrectly, cause email delivery failures or leave your domain vulnerable to spoofing. These changes include:
MX Records: Point your domain's mail delivery to Proton's infrastructure. If MX records are wrong, you receive no email.
SPF Record: Tells other mail servers that Proton is authorised to send email from your domain. Without this, your outbound email goes to spam.
DKIM: Adds a cryptographic signature to every email you send. Email that passes DKIM is trusted by receiving mail servers and significantly less likely to be marked as spam.
DMARC: Defines what happens to email that fails SPF or DKIM checks. Properly configured DMARC prevents anyone from spoofing your domain to send phishing emails.
This is not complex for an experienced DNS administrator — but for most business owners and small IT teams, it's unfamiliar territory that is easy to get wrong. Cloudfy handles all four as part of the standard Proton Mail setup. You don't need to touch DNS at all.
3. Migration from Your Current Email Provider
Most businesses switching to Proton Mail are moving from one of three platforms:
- Google Workspace / Gmail
- Microsoft 365 / Outlook
- Zoho Mail, Rediffmail, or another provider
Each migration has a specific process. Cloudfy manages the cutover so your team experiences minimal disruption.
4. User Training and Admin Console Setup
The Proton admin console is clean and well-designed, but first-time admins benefit from a walkthrough — particularly for:
- Creating and managing user accounts
- Setting up custom email addresses
- Understanding the encryption model (and how to explain it to staff)
- Configuring shared calendars and contacts
- Managing storage and quotas
Cloudfy provides a 30–45 minute admin handover session for every new Proton deployment.
What We Handle at Each Stage
Stage 1 — Scoping and Recommendation
Before we raise a purchase order, we confirm:
- How many users need Proton Mail?
- Do you need Mail Essentials, Proton Business (with Drive and VPN), or Enterprise?
- Do you have an existing custom domain, or do you need to register one?
- Are you migrating existing email, or starting fresh?
- Do you have any compliance or data retention requirements?
Based on this, we recommend the right plan and confirm the INR price.
Stage 2 — Account Provisioning (Day 1)
Once payment is confirmed:
- Your Proton for Business account is provisioned
- Admin account created with a temporary password
- Custom domain added to your Proton account
- MX, SPF, DKIM, and DMARC records prepared and shared with you (or updated directly if you give us DNS access)
Stage 3 — DNS Cutover
The MX record change is the critical moment — once it propagates, all new incoming email routes to Proton instead of your old provider.
How we manage the cutover safely:
- Lower the TTL (Time to Live) of your MX records to 300 seconds 24 hours before the planned cutover. This allows rapid rollback if needed.
- At the agreed cutover time, update MX records to point to Proton's mail servers.
- Monitor incoming email delivery for 30–60 minutes.
- Confirm outbound delivery from Proton by sending test emails to external addresses (Gmail, Outlook).
- Verify SPF and DKIM pass by checking email headers on received test messages.
- Restore TTL to normal (3600 seconds) once confirmed.
Total downtime during a well-managed MX cutover: zero (email queues at the sending server during DNS propagation and delivers once the new MX is live — no email is lost).
Stage 4 — Email Migration (if applicable)
For businesses moving from Google Workspace or Microsoft 365, Proton provides an Import-Export app that migrates historical email to Proton's encrypted format. Here is what the process looks like:
From Google Workspace:
- Generate a Google Takeout export or use Proton's OAuth-based import tool
- Historical Gmail messages are imported and end-to-end encrypted on arrival
- Contacts and calendar events are migrated via Proton's contacts/calendar import tool (vCard and ICS format)
- Shared drives and Google Docs are NOT migrated to Proton (these need separate handling — Proton Drive, local download, or Google Drive retention)
From Microsoft 365:
- Use Proton's IMAP-based email import from the Proton admin console
- Generate an app password in Microsoft 365 and provide it to Proton's import tool
- Historical email is imported in batches and encrypted on arrival
- Contacts and calendar events migrated via vCard/ICS export from Outlook
Migration of 5–10 GB of historical email typically takes 2–8 hours depending on server speed. Users can begin using their Proton accounts before migration is complete — new email arrives in Proton from the moment the MX cutover happens, and historical email arrives in the background.
Stage 5 — Admin Handover
Once all users are set up and email is flowing:
- 30–45 minute walkthrough of the Proton admin console
- User account management, password resets, adding/removing users
- Storage monitoring and quota management
- Understanding Proton's security model — what is encrypted, what is not (email to non-Proton users is encrypted in transit but not end-to-end unless they use PGP)
- Proton Drive setup if on Business plan
- Proton VPN app installation if on Business plan
Proton Mail for Different Indian Business Types
Law Firms
Attorney-client privilege requires that communications remain confidential. Indian law firms handling corporate clients, M&A transactions, litigation matters, or government advisory work need email that is mathematically private — not just "policy protected." Proton Mail's zero-access encryption provides this guarantee that Google and Microsoft cannot.
CA Firms and Financial Advisors
Chartered accountants handle client ITR data, balance sheets, GSTR data, and audit reports via email. ICAI's Code of Ethics requires confidentiality of client information. Proton Mail ensures that client financial data in email cannot be accessed by the email provider, a foreign government, or a data breach at the email vendor.
Healthcare Providers
Clinics, diagnostic labs, and hospitals communicating patient reports, prescriptions, and medical records via email have legal obligations under India's DPDP Act (2023). Proton Mail's zero-access encryption ensures patient email data cannot be accessed by any third party — including Proton.
Exporters and International Trade
Indian exporters communicating with EU and US buyers are increasingly asked about their data privacy practices by overseas clients. Having a Proton Mail address on your business email domain signals to privacy-conscious international clients that your communication infrastructure meets European data protection standards.
Startups and Technology Companies
Security-conscious startups often choose Proton Mail as a signal — to investors, clients, and potential employees — that they take data privacy seriously. Many technology companies also find that Proton's open-source model fits their engineering culture better than closed proprietary platforms.
Common Questions When Switching to Proton Mail
Can we keep our existing email addresses? Yes. Proton supports custom domains — your team keeps their existing @yourbusiness.com addresses. Only the infrastructure changes (from Google/Microsoft to Proton).
What happens to email already in our Google/Microsoft inbox? Existing email is migrated to Proton as part of onboarding. Historical email is end-to-end encrypted on arrival in Proton.
Can our team still receive email from people who use Gmail or Outlook? Yes. Proton Mail is a standard SMTP-compatible email provider. You can send and receive email to and from any email address in the world. The encryption advantage applies to emails stored in Proton (all messages are encrypted at rest) and to emails between Proton users (end-to-end encrypted). Emails from Gmail or Outlook arrive via SMTP and are encrypted with your key on arrival.
Does Proton Mail work with email clients like Outlook or Apple Mail? Proton offers Proton Mail Bridge — a local application that provides IMAP/SMTP connectivity for desktop email clients. This allows Outlook, Apple Mail, and Thunderbird to connect to Proton Mail while maintaining encryption. Proton Mail Bridge is available on Mail Essentials and above.
What if we want to add more users later? Additional users can be added at any time. Contact Cloudfy for a pro-rata quote for mid-year additions.
Get a Proton Mail Quote for Your Business
Contact Cloudfy Systems with:
- Number of users
- Preferred plan (Essentials, Business, or Enterprise)
- Your current email provider (for migration planning)
- Your custom domain name
Call or WhatsApp: +91 97600 50555 Email: connect@cloudfysystems.com
We respond with an INR quote and GST breakdown within 4 business hours.
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