If the client or payer wishes to receive invoices by email, an invoicing email address can be added to the customer information. If invoices should be sent to a specific invoicing email address (for example, invoices@xyz.fi), but copies should also be provided to other recipients, such as partners of the client company or members of the finance team, these email addresses can be entered in the Invoicing Email CC field, separated by semicolons.

If a billing contact person has been defined for the customer, you can also select the CC Billing Contact Person option. When an invoice is sent by email, the billing contact person's email address will automatically be added to the Invoicing Email CC field.

The email address for the CC when Invoicing option is retrieved in the following order:

The billing contact person and the "CC when Invoicing" option must be defined at the same level. The software also checks whether the payer contact specified on the invoice matches the billing contact in the CC when Invoicing. If it does not, the email address is added to the CC when Invoicing -field.

When printing an invoice, the software offers two options which are suitable for sending invoices by email. You’ll find them behind the Print button and the Send button in the invoice list and in the individual invoice window. 

 

Sending an Invoice as an Email Attachment

Send as E-Mail first opens the Invoice Printing Parameters window. After defining the invoice content and confirming with OK, it opens an email message having the invoice as an attachment. Note that the invoice status will be changed to “sent”, even if the actual email message is not sent.

 

 

To PDF also opens the Invoice Printing Parameters window. After defining the parameters, the software creates from the invoice a PDF file which can be saved and later sent to the customer as an email attachment. When the PDF file is created, the invoice status is changed to sent.

 

 

A note is automatically saved to the invoice whenever it is sent or printed.

 

Configuring Email Templates

A system administrator can streamline invoice delivery by creating email templates in the settings. These templates can automatically populate the message subject, invoice number, other invoice-specific information, the message body, and the signature.

Separate default email templates can be configured for standard invoices, preliminary invoices, and credit invoices. When default templates are defined, there is no need to select an email template manually in the Invoice Print Parameters window.