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.

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