Instead of printing out and posting bills to your clients, you can email them individually or in bulk from the Bills Ready to Print screen.
If you have Practice Manager and Document Manager installed, before an employee can email the bills, their email address needs to be entered from the Employee page > Personal tab.
Why email?:
It's expensive to communicate with your clients via mail with postage costs on the rise,
More economical and less time consuming to email your bills when your clients have email
You have a record of the email and bill stored in Document Manager which you can access at any time
Microsoft Outlook must be running before starting a mail merge or emailing bills.
Make sure you don't exit out of Outlook while sending emails. If Outlook is closed during the mailing process, refer to Troubleshooting emailing issues.
To setup your Send via email screen
Once Outlook is open, you can setup your Send via email screen.
In the Email account to be sent from section:
You can scroll through the Company column to see the list of companies assigned to the contacts you have selected.
The Email account column is blank the first time you come into this screen.
Click the Email account drop-down to select the email account, delegate account, or shared document used for sending emails. A separate email can be assigned for each company in the list.
Emails in this list are retrieved from your Microsoft Outlook profile.
We’ll remember the most recent email you selected.
Click Configure a shared or Delegate mailbox to configure your mailbox settings.
The email address you use for sending emails is now taken directly from your Outlook profile. Once the email details are filled out, we'll remember them for next time.
For Document Manager (DM) sites, the approval workflow still requires the personal email account to be set up under Employees > Personal tab.
To enter your mailbox details
Type the name of a shared mailbox or delegate email address in Shared mailbox/On behalf of
Select the authorised email address from the Send using drop-down
Click OK to save the entry
You can now select the shared mailbox from the Email account drop-down.
To check if your email account is authorised, press [F1] in Outlook for detailed information.
To use a secondary Microsoft Outlook profile
Click Back
Close and reopen Microsoft Outlook
Select the Outlook profile containing the email address you wish to send from
In the Mail Merge wizard, click Next
Select an email from the Email account drop-down.
After clicking Finish, the emailing process is complete and you’ll see a message showing the number of invoices sent and not sent.
Select Billing > Ready to Print from the toolbar. The Bills Ready To Print page opens.
Search for the bills to be emailed. You can search for bills by invoice number, invoice date, company or partner.
Select the bills to be emailed.
To select a specific bill to print, click the checkbox that is in the first column of the selected bill row of the table.
To select all the bills listed in the table, click the checkbox in the first column/row of the header row. All the checkboxes will be ticked.
Select Send via email on the TASKS bar. The Send via email window opens.
If any clients of the selected bills do not have a valid email address, these will be displayed in a pop-up box, and an email will not be generated for these invoices. Click Continue to proceed, or click Cancel to close the box.
Select the appropriate Email template from the drop-down list. The Email subject field is automatically filled with the details from the selected email template.
To create a new email template:
Click the ellipsis at the end of the Email template field. The Email Template window opens.
Click the ellipsis at the end of the Email template field. The Email Templates window opens.
Ensure that the selected email template is highlighted in the displayed list of templates. Or you can select a different email template from the displayed list.
This is a mandatory field. You must enter a Document name.
Enter the Author.
This is a mandatory field. The currently logged in employee’s name automatically fills this field.
or
Select the ellipsis to open the Find Employees window to find and select the appropriate employee. Click OK.
Click Next.
Enter the appropriate Filing Cabinet details. Select the appropriate Filing Cabinet from the drop-down. This is the Filing Cabinet in which the new email document will be stored. This is a mandatory field. You must select a filing cabinet.
Ensure that you enter Values for any of the mandatory extra fields. You can also edit the values of any existing extra fields, if required. Additional extra fields can be included for this document.
Click to add extra fields for this document. The Select extra fields window opens. Select the checkboxes against each of the required extra fields. Click the very first checkbox in the heading row to select all of the available extra fields.
Click OK.
Click to remove any extra fields that are not required.
You cannot remove any default extra fields for the selected Filing Cabinet. Only additional extra fields that have been added at this stage can be delete.
Select the additional extra field from the table that was added by you but that you would like to delete.
Click .
If extra fields were added, enter the appropriate Value for each and edit the values of the existing categories, as required.
Click Finish.
What happens during the email process?
When you email bill:
The bill is saved as a PDF file
The bill is then marked as Printed.
The email message and a PDF copy of the bill are saved to Document Manager and saved with each client’s files. The emailed bills will be marked as sent and include the sent date. The documents can be viewed from all Document Manager list screens and from the Client > Documents tab.
Bills will be emailed to the client’s invoice email address if it is present; otherwise, they will be emailed to the client’s primary email address.
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