Invoice email settings

Invoice email templates and settings allow you to standardise invoice emails so you don't need to re-type the same information each time or copy information from each case. You can also regulate who the email is from and who receives it.

Templates save time and reduce errors because they can contain static content (such as images and text), text formatting (such as fonts and sizes) and most importantly, merge fields that are used to extract information from the Case Manager database and add it directly to the email. Email templates can also specify recipients, based on their role in the case.

Any plain or formatted text template can be applied to an invoice email, regardless of whether it is restricted to certain categories.

Like the templates for invoices, there are three levels where you customise invoice email templates and their settings: company, category and global.

To find the invoice email template and settings for a particular invoice email, the system starts by looking at the invoice contact for the invoice being emailed.

  • If invoice email template settings are defined for the invoice contact's company, then they are applied to the invoice email.
  • If not, the system searches for invoice email template settings for the case’s category.
  • If such settings does not exist either, the system uses the global invoice email template settings.

As explained above, you can set invoice email settings at three levels in the system.

The options you will set are described below at Invoice email options.

The three levels are:

Company setting

  1. Select Lists> Company Lists from the main menu,
  2. Select the required company.
  3. Select the Invoice Options tab.
  4. Select the Invoice Emailing tab.
  5. Click the checkbox for Use the following company specific invoice email options, customise the settings as described above and save them.

Category setting

  1. Select Lists> Other Lists from the main menu.
  2. Select Category from the dropdown list
  3. Select the required category.
  4. Click the Invoice Emailing tab.
  5. Click Use the following category specific invoice email options checkbox, customise the settings as described above and save them.

Global setting

  1. Select Tools > Options from the main menu.
  2. Select the  Email tab.
  3. Select the Other tab.
  4. Customise the settings and save them.

Recommendation

You are not advised to create a large number of invoice email settings in the system. The less you have, the simpler is the process of managing them.

Each business must find a balance between its needs and the requirements of its customers, however when you can make changes at the global level this is preferable to managing multiple invoice email settings.

At all three levels you have the same options, including invoice email templates, invoice naming conventions and the address the invoice email is sent from:

  1. When you set this checkbox and an invoice is emailed from a case at its Account tab, the user is offered text templates available for emails (see Create an email template) to create the email.
  2. Select the standard invoice email template from a dropdown list of text templates.
  3. An invoice that is emailed has the appropriate invoice template applied to it and is converted to a PDF file. This is sent as an attachment to the invoice email. The default value for the name of the PDF file is seen in the screenshot.

    4. You can change this if required using other combinations of text and merge fields, for example Invoice <<InvoiceNumber>> for <<ClientFullName>> - claim number: <<ClaimNumber>>.

  4. You can optionally specify the address that the invoice email is sent from. If this is blank, the invoice email will use the email address of the current user.

The next three checkboxes apply to the email's recipient(s).

  1. If this is checked the invoice contact's primary address is used.
  2. If this is checked the invoice contact's secondary email address is also CC'd
  3. If this is checked any recipients specified at the email template are also added to the email if they are not already included amongst the recipients.

Batch Utility options

The Invoice Batch Utility uses the global invoice email options by default. You can change these in a batch if required.

Note that there is also an option to allow or prevent any category or company-specific settings overriding the settings and template chosen in the utility, see Invoice Batch Utility.