How Do I Email Invoices?

Web Suite allows you to specify the default settings for emailing invoices to clients (on Client-Billing and Project-Details screens). If neither profile is set for emailing invoices, you can do so from the Invoice Review screen. You can email any invoice – paid, unpaid, new, old, and draft and attach additional documents to it. While emailing invoices, Web Suite also allows you to email the linked files or attachments automatically.

On the Invoice Review grid, you can see if an invoice was sent to the contact or client via email and the date it was last emailed. This helps to avoid duplicate emails.

With the global email feature, you can send emails from Web Suite using any of the email programs like AOL, Gmail, MSN, etc. Specify your SMTP Server (Outgoing mail server) settings in the Global Settings screen and have Web Suite bypass Outlook when sending email.

To email an invoice:

1. Open Invoice Review screen from the Billing menu.
2. Set the desired filters and then click Refresh.
3. Select the invoice on the grid to email. You can see if an invoice was sent via email and the date it was last emailed by displaying those fields from the Field Chooser (Options).
4. Click Email. You have the option to send the invoice as a PDF to a Client, Client Manager, Project Manager or any other person.

Use the ‘Send without preview’ option to send the email without previewing it, provided you have specified the email addresses of the recipients.

5. In the Email screen, enter the recipient’s email ID in the To field.
6. A default message displays below (from the Preferences-More screen). You can edit it, if desired.
7. Click Attachments to attach or upload any file to the email.
8. When you have finished, click Send Mail and close.