Automatically Emailing Client Invoices

Modified on Fri, 5 Jun at 10:36 AM

How Invoice Emailing Works

When an invoice is emailed from the Invoice Manager, farmerswife:

Generates a PDF using the selected Print Template.
Creates an email using the configured Invoice Email Template.
Determines the recipient(s) based on the Server Setup configuration and, if applicable, any Client-specific overrides.
Sends the email with the PDF invoice attached.
Optionally sends a BCC copy to an internal email address (for example, your accounting department).
Marks the invoice as Sent.

The recipient of the invoice depends on the configuration in the client contact:

Option	Recipient(s)
Contact Email Only	Sends only to the Contact Person's email address.
Invoice Email Only	Sends only to the email address(es) entered in the client's Invoice Email field.
Invoice and Contact Email	Sends to the Contact Person (To) and the Invoice Email address(es) (CC).

Server Configuration

For cloud hosted customer farmerswife will configure these details.

Before sending invoices by email, complete the following setup.

1. Configure the PDF printer

Install and configure a PDF printer on the server.

2. Enable and setup email functionality

Configure and enable the email settings.

3. Configure Invoice Email Defaults in Server Setup > Financial

Configure the following settings:

Setting	Description
Set Invoices As Sent When Creating	Select No.
Email to BCC When Sending Client Invoice	Enter a BCC email address (for example, your accounting department).
Send Invoice Emails To	Define which email address(es) should receive invoice emails by default.

Configure Email Templates

The email text sent with invoices and credit notes can be customized.

You can download the default template at the end of this article, edit and send to support to apply to the server.

Navigate to the server installation folder:

Mac: Right-click the application and select Show Package Contents.

Browse to:

html_templates/other/

Available template folders:

client_invoice_email
client_credit_note_email

Edit the .txt file in the appropriate folder to customize the email content.

Multiple Languages

To provide templates in different languages, save additional .txt files in the same folder.

Client Configuration

Navigate to:

Toolbox > Contacts

Open the client record and configure the email settings.

Contact Email

The Contact Person's primary email address.

If invoices should be sent to the Contact Person, ensure a valid email address is entered in the Contact record.

Invoice Email

Use the Invoice Email field to enter one or more invoice-specific email addresses.

Multiple email addresses must be separated by commas (,).
These addresses are used according to the Send Invoice Emails To setting.

Override the Default Email Delivery Setting

To use different email recipients for a specific client:

Open the Edit Client window.
Enable Force 'Send Invoice Emails To'.
Select the preferred delivery option for that client.

Configure Default Templates

For each client, you can also define:

A default Print Template used to generate the PDF invoice.
The preferred Invoice and Credit Note Email Template.

Send an Invoice

Open the Invoice Manager.
Select one or more invoices.
Right-click and choose Mail And Mark As Sent, or select the same option from the menu.
A confirmation message displays the results of the email process.

After a successful send, the invoice status is updated to Sent.

Email Example

The following example shows the invoice email received by the client and the configured BCC recipient.

Attachments (2)

txt

client_credit_note_english.txt
599 Bytes

txt

client_invoice_english.txt
568 Bytes