Invoicing - Emailing an invoice to multiple contacts

Invoicing - Emailing an invoice to multiple contacts

Introduction


Multiple contacts can be flagged as ‘invoice defaults’ against a customer record to be included when an invoice is emailed out.
From the ‘Customer Details’ screen, make your way down to the Contacts section.
Here you can easily see what contacts are flagged as invoice contacts from the ‘Email Invoice’ column:



To implement we have an ‘Email Invoice’ button against contacts within a customer record.
When adding a new contact or editing an existing contact, you check this setting on or off



Another feature available on this screen is to be able to allow a Contact to be set as either a ‘Billing’ or ‘Delivery’ contact. 
In some cases, you may wish to have the contact as both contact types depending on the circumstances. 
You also can set a default Contact for each ‘Contact Type’ we have available. 
This functionality is available anywhere that you can create a Contact throughout the system.

When creating contacts via a CSV import, you can set these fields in the import file and via the Contact API’s


In addition to the ‘Email Invoice’ contact, there is a setting on the ‘Customer Details’ screen under the ‘Invoicing’ section to allow
the ‘Quote Contact’ to be included in the invoice email list by default: 



Invoicing

Draft

On a draft invoice, you can select to just ‘Approve’ the invoice, or from the drop-down arrow you can choose from the following options
  1. Approve & Email
  2. Approve & Export
  3. Approve, Email & Export
This gives you the ability to reduce the number of actions required to Approve, Email and Export the invoice:



Approved

For an approved invoice, you have the following options under the dropdown. But if you choose to do more than just Save the changes.
  1. Save & Email
  2. Save & Export
  3. Save, Email & Export


When you choose any ‘Email’ option, a pop up will appear listing the contacts to send the email to. 


Depending on if you have selected ‘Approve, Email & Export’ the Exported box below will be pre-selected for you.
This can be checked/unchecked at this point if you wish



You can add additional contacts if you wish or and an email address for someone who is not currently contact on the customer.

Managed Invoice Screen


On the Manage Invoice Screen you can select multiple invoices that are at an ‘Approved’ status and email in bulk.
All default contacts have been added to the list for emailing.  



You can add additional contacts or additional email address that are not currently a contact on the customer





The ‘Export All’ button on the above pop up can be set on by default.
Once the emails have been sent out from the system printIQ will automatically export the invoices to your Account Package or a CSV depending on your specific setup.

If required, please contact your printIQ support staff to assist with this.
    • Related Articles

    • Partial Invoice and Deposit workflow

      Deposits A deposit enables charging for a portion of the job as a deposit before commencing production. Only one deposit can be created per job or order. A deposit cannot be created if an invoice exists for the order: When the order is subsequently ...
    • INVOICING - Void an Invoice & Invoice Lock Down

      VOID AN INVOICE You can only void an invoice that is in Draft. If the invoice is approved or sent then you would need to create a credit note against it and re-create a new invoice. If the invoice has not been sent to your customer, after you create ...
    • Invoicing Method Dropdown Selection (applies to Detailed Invoicing only)

      The following applies when invoicing by operation only (Detailed Invoicing) the quantity on each operation line can be controlled by IQ. The Invoicing Method can be configured for Guillotines, Presses and Operations. When invoicing by job, the ...
    • Disable creation of draft copy in invoice

      How to disable the creation of a draft copy of an invoice in Settings. Settings > Search draft > Invoicing_Can CreateDraftCopy marked as No. Expected Outcome : The Create Draft Copy option is missing. If Settings > Search draft > Invoicing_Can ...
    • Supplier Invoicing (Purchase Order Flipping)

      Applies To Users wanting to set up printIQ to enable Suppliers Users to input their invoice details for Completed and Dispatched Outsource Purchase Orders directly into printIQ. Common Uses: To setup, configure and use Outsource Purchase Order ...