Emailing bills

Practice Manager only

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.

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 Practice 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.

Email setup

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.

Email process

To email bills

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 email, 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 required Email template from the drop-down list. The Email subject field is automatically filled with the details from the selected email template and can be edited for this email.
- To create a new email template:
  - Click the ellipsis at the end of the Email template field. The Email Templates window opens.
  - Click Add. The Maintain Email Templates window opens. See Creating a new email template for more information.
- To edit or delete an email template:
  - 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.
  - Click Edit. The Maintain Email Templates window opens. See Editing and deleting email templates for more information.
Enter the Document name. A PDF of the bill will be saved to the client’s Client page > Documents tab.
Select the Email address to be sent from option.
Click Finish. The bills are emailed to the client and the bills are marked as Printed. The email message and a PDF copy of the bill are saved to the client’s Client page > Documents tab.

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 documents generated by this process are saved with the client’s files. These can be viewed from the Client > Document tab for each client.
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.

Run into any issues? See Troubleshooting emailing issues.

If you have Document Manager installed, see Emailing bills if you have Document Manager.