You can email one customer (or multiple customers) copies of multiple invoices in one step (there's a quicker way to email a single invoice or agrē can AutoEmail them for you to save even more time).

Each invoice can be attached to its own email (1 invoice attachment per email) OR multiple invoices can be combined into a single email (1 email with 1 attachment containing multiple invoices).

Before You Email Invoices for the First Time

Prior to emailing customer invoices, you must first define customer email invoice settings and email addresses.

The defaults for email Message Subject, Body Text, and Combine Invoices for same Customer are setup in Company Config Options on the Accounts Receivable tab/Statement/Invoice Emailer subtab.
Your company may restrict editing these fields on the fly.

You can have agrē (optionally) send a message to the users in a Security Role after the invoice emails are sent.
If you choose a security role, it must have at least one user in it - you will receive an error message if the role has no users.

 

To email a customer copies of multiple invoices:
* indicates a required field (other fields are optional)

Navigate to Accounts Receivable > Email Reports > AR Invoices.
The Invoice Emailer window opens.

Select  Customer(s) whose invoices you want to email.
If you don't select a customer, all customers with Email Invoices? checked and an Email Address(es) will be selected.

In the Start Date box, enter the date that you want the customers’ invoice activity to start from.
The default is the beginning of the fiscal period.

In the End Date box, enter the date that you want the customers’ invoice activity to end at.
The default is today.

Select one or more immediate Payment Types.
The default is all payment types.

Select the Created From location for invoice activity.
All locations are selected by default.

Type by whom the invoices were Created By.
By default, all agrē will search for invoices created by all users.

Select the Combine Similar Products? check box if you want similar products on the same invoice to be combined.

Select the Show Extended Blend Information if you want the rate, etc to be shown.

Select the Show Blended Products? check box if you want to see the individual commodities (e.g. 46-0-0, 11-52, etc.) listed under blends.

In the Send Email From box, enter the email address that you want the invoices to be sent from (e.g., your email address).
The default address is set in Company Config Options, but can be overridden with a User Config Option.

In the Message Subject box, optionally change the subject of the email.
The default subject is set in Company Config Options.

Select the Combine Invoices for Same Customer check box if you want to send multiple invoices in a single email.

In the Body Text box, optionally change the body of the email.
The default text is set in Company Config Options.

Click Send ...
The Selected for Invoice Emailer window opens.

If Combine Invoices for same Customer is NOT checked

agrē will create a PDF attachment and send an email for each invoice.

All invoices meeting the search criteria are selected by default.

Uncheck Email next to any Invoice you don't want to send.

If Combine Invoices for same Customer IS checked

agrē will combine the # of Invoices into a single PDF attachment and send one email to each customer.
Right-click any row to Show Invoices. The reference numbers of all invoices that will be 'bundled' for that customer are shown.

All Customers with invoices meeting the search criteria are selected by default.

Uncheck Email for to any Customer you want to exclude.

As no emails have been sent - yet - the Status column is blank.

Click Send to email the selected invoices to the listed recipients.
agrē starts processing the information. This may take some time depending on the information you entered. 

If there are errors (e.g. there is no email address specified for a customer), the errors display at the bottom of the window and a message appears indicating that there are errors. You cannot close the window until you view the error report or the process is completed successfully.

The View Report? window opens.
Click OK to view the Customer Invoice Error Messages report.

If there are NO errors, the Process Completed window opens (after the invoices have been generated and sent) and displays how many emails were sent.
Click OK.

The View Report window opens and prompts you to print the Email Batch Confirmation report (the list of recipients).
Click Yes to view the report. Click No to skip it.

Exit the report if you chose to view it.

Back at the Selected for Invoice Emailer window, the Status changes to Sent.
If you want to view the Email Batch Confirmation report again, click View Report.

Exit the Selected for Invoice Emailer window.

Exit the Invoice Emailer window.

 

Related Topics:

Emailing Customer Statements

Previewing Reports (emailing a single invoice)

Auto Emailing Reports

Adding Customers

Company Configuration Options