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ID437 - Email Invoices from the Document Queue Overview & Sample:

Email Invoices from your Document Queue with ability to customize email content to your customers, including providing custom invoices.

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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips |  Related Alerts

 

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Overview

Overview

This process emails invoices from the document queue to customers, including custom invoices while providing you ability to customize the email content, verbiage, branding (unlike standard eAgent task). It is an eAgent replacement for emailing invoices. It will include the link to the payment portal if you are using our payment process (ID669). It will be installed in test mode so you can review before sending to customers. Once you're ready to go live you'll need to disable you're current eAgent task that emails invoices from the document queue.

 

Run Schedule:  Daily Evenings

Type of Output: Data Push and Email

 

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Sample

Sample

1. Email to Customer with ID669 Payment Link (can be customized with your logo and whatever verbiage you like):

ID437 wPayments.png

2. Email to Customer (can be customized with your logo and whatever verbiage you like):

ID437 wNoPayments.png

3. Daily Summary (shows what did not send due to invalid or missing email along with a count of the invoices that successfully sent):

ID437Sample.png

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Variables

Variables

ID437Variables.png

Variable W: Enter Invoice Type(s) to include., Options: Sales, Contract, Proposal, Service, Misc

Variable X: Enter Branch Number(s) alert fires on (list multiple branches separate by commas) OR leave blank for ALL branches.

Variable Y: Enter Customer Type(s) to exclude, leave blank to not exclude any

ID437CustmerType.PNG

Variable Y: Only send Approved Invoices or All Invoices

ID437VarZ.png

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Alert Functionality

Alert Functionality

1. Emails the invoices from your document queue that are set with a send method as email to your customers. Once the invoice is successfully sent to your customers, the task will remove those invoices from the document queue and note they have been sent in the document queue history.

ID437DocQue.png

2. Use VariableZ to tell us whether to include ALL or Approved Only invoices from the Document Queue:

ID437Approved.png

3. It can be customized with your logo and whatever verbiage you like in the body of the email. See this link on how we can match your company branding.

4. We will install in Test Mode first, so you can review results and function first. We will only take out of Test Mode once you've given us your permission to go live.

5. The invoice it sends will use whatever report definition that you used at the time of invoicing. So if you have a customized invoice for certain customers it will send the custom invoice.

6. Sends one email per invoice, just like eAgent task does.

7. Will send to valid emails listed in Primary Email field and Other emails from Contact Record:

OtherEmails.png

8. Will send $0.00 invoices IF you have this set in Tools \ Options \ Company Settings \ Edit Main Branch Settings \ Reports:

ID437ZeroDollar.png

9. Will include the link to the payments site, if it's an invoice that went through the payment sync (our ID669 process).

10. Sends Daily Summary of any invoices it wasn't able to send due to invalid or missing email along with a count of the invoices that successfully sent.

11. Once you're ready to go live, you need to disable your current eAgent task that emails invoices from the document queue.

ID437eAgentDisabled.png

 

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Best Practices & Tips

Best Practices & Tips

1. See this link on how we can match your company branding.

2. Emails listed in TO receive emails sent to customers, Emails listed on CC receive Daily Summary ONLY, Emails listed in BCC receive both actual emails and daily summary. 

ID437SendTo1.png

ID437SendTo2.png

3. Invoices in Document Queue are auto approved or not auto approved based on this checkbox in Tools\Options\Company\Edit Main Branch settings\Report Options:

ID437EASettings.png

 

4. Once you're ready to go live, you need to disable you're current eAgent task that emails invoices from the document queue.

ID437eAgentDisabled.png

 

 

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Related Alerts

Related Alerts

ID669 - On Line Payments

ID800 - Email Past Due Invoices

 

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