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Version 7, 2019

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Email an invoice


Once an invoice has been created it can be emailed to the Client or another party. The Invoice is emailed as a PDF document. When an email is sent an entry an logged in the Client Details > Documents/Phone Calls tab > Contacts (Phone/Email/SMS) section.
 
View the video -Bp Allied V.7 - Masterclass - Email invoices and letters on the updates in V7 including how how to use and create message templates.
 
Invoice Status MUST equal Awaiting Payment to be able to email an invoice
 
Click on Email Invoice
The Email Details form will display
Email an invoice
1

Email Recepients

  Email invoice screen as displayed for a Third Party
1. Email Recepients
For a third party invoice –
  • Send to [Third party name] checkbox is ticked and the third party name and email address being used is displayed.
  • The related Client checkbox is unticked and displays the related client name and primary email address
  • If there is no email address for either client or third party then checkbox is disabled
  • If there are multiple clients on the third party invoice then this option is disabled
  • Third Parties – displays any Third Party with an email address
  • Referrers - displays all Referrers with an email address.
 
Email invoice screen as displayed for a Client
For a Client Invoice –
  • Send to [Client Name] checkbox is ticked and displays the client name and primary email address.
  • No other check box options available. 
  • If there is no email address for either client then checkbox is disabled
  • Third Parties – displays any Third Party with an email address
  • Referrers - displays all Referrers with an email address. If there is a Referrer related to the appointment invoiced, then this is displayed in bold at the top of the list.
 
The Other Recipients option is available if the email address to be used is different to those available.
2

Message Template

2. Message Template
One or more message templates can be created in Data Maintenance > Reminder Templates.
  • Using the Contact Type = EmailInvoice will display the templates that have been created in the dropdown.
  • If, there is a default template, it will be displayed in the Message Body on opening the dialog box.
  • Selecting a different template will overwrite the default text in the Message Body.
The text in the Message Body can be edited as usual.
3

Subject Line

3. Subject Line
Edit the Subject Line as required
4

Attach Files

4. Attach Files
Clicking Attach Files displays the Attachments fields
Click on Click here to add an attachment row
Click on the ...
Browse to find the attachment to add
Click Open
Click the red X to remove from the list
5

Message Body

5. Message Body
Add any comments or notes to the body of the email.
6

OK

6. OK
Click OK to send the email
 
If an email address is selected from Third Parties or Referrers, then it is copied into the Other recipients field. Any email addresses in the Other recipients field will be displayed in the following dialog will display to confirm ALL of the email address that the email is being sent to.
 
Click OK to send the messages.