How Do I Set Up Customers to Receive Emailed Invoices/Statements?

The following is a checklist for setting up SMTP email, setting up the email templates, and setting up a customer to receive emailed invoices and/or customer statements:

To Set Up SMTP Email:
  1. With Administrative user rights, enter the Set Up SMTP Connection information using the Organization>Organization Information>Email Setup tab. (To view examples of how to set up your SMTP connection, see Configuring SMTP.)
  2. Enter the From and To email addresses to test your connection is set up correctly.
  3. Click the Send Test Email button.
  4. Click Save.
To Set Up an Email Template:
  1. Email Templates work in conjunction with the SMTP Connection information that was set up using the Organization>Organization Information>Email Setup tab.

    2. Note: We recommend that the SMTP Connection information be set up and tested before creating an email template (Organization>Organization Information>Email Setup tab).

  2. On the Email Templates form, select a Process Type.
  3. Enter a Process Template. Before creating customized email templates, you must select the <Default> process template, then complete the form and save it. A <Default> Process Template is required for each Process Type.
  4. Enter a From email address. A From email address is required in order to send emails.
  5. Enter a Cc or Bcc email address. To receive a copy of the emails being sent, we recommend that you enter your email address in the Cc or Bcc fields. If you do not want your customers to see your email address, you should use the Bcc field.
  6. Enter a default subject and message for each process type.
    1. For example, for A/R Invoices, you might include a subject of “Monthly Invoice from ABC Company” and a message of “Attached is a copy of your monthly invoice. Please call if you have any questions or concerns. Thank you for your continued support!”
  7. Click Send Test Email. Click this button to test the connectivity with the server and that SMTP will work with the system to email forms. The addresses entered on the Organization>Organization Information>Email Setup tab will be used when this button is clicked; to test that your connection is set up correctly.
  8. Click Save.
To Set Up a Customer to Receive Emailed Invoices:
  1. Now, you’re ready to choose which customers want to receive invoices by email using the Maintain>Accounts Receivable>Customers>Email tab. (The customer’s email address must be set up on this tab.)

    2. Be sure that you have set up the SMTP connection information (with Administrative user rights, using Organization>Organization Information>Email Setup tab) and created default email templates to use for all A/R invoices (Maintain>Email Templates).

  2. If you want to go paperless, clear the Print Paper Invoice check box to no longer print a copy of the invoice for this customer.
  3. Select the Email Invoice check box.
  4. Enter an email address that will be used to email invoices to the customer.
  5. Select an Invoice Process Template, or accept <Default>.
  6. Click Save.
  7. The customer will be emailed a copy of the invoice after you Calculate Invoices and Finance Charges, then go through the Print/Email Calculated Invoices process. You will be given an opportunity to preview the invoice during this process prior to sending the email.
To Set Up a Customer to Receive Emailed Statements:
  1. Now, you’re ready to choose which customers want to receive statements by email using the Maintain>Accounts Receivable>Customers>Email tab. (The customer’s email address must be set up on this tab.)

    2. Be sure that you have set up the SMTP connection information (with Administrative user rights, using Organization>Organization Information>Email Setup tab) and created default email templates to use for all Customer Statements (Maintain>Email Templates).

  2. If you want to go paperless, clear the Print Paper Statement check box to no longer print a copy of the statement for this customer.
  3. Select the Email Statement check box.
  4. Enter an email address that will be used to email statements to the customer.
  5. Select a Statement Process Template, or accept <Default>.
  6. Click Save.
  7. The customer will be emailed a statement after you complete your selections on the Customer Statements form, then click Print/Email and complete the print/email process. Once the process is complete, you will be given an opportunity to preview the statements during this process prior to sending the email.