Emailing Invoices

Emailing Invoices

Sending invoices via email is an efficient way to deliver invoices to customers quickly and maintain digital records. EquiBillBook allows you to email invoices directly to customers with customizable email templates.

How to Email an Invoice

To email an invoice to a customer:

1. Navigate to the invoice you want to email
2. Open the invoice details/view page
3. Click the Email or Send Email button
4. Review the email composition window
5. Verify recipient email address
6. Customize email subject and message if needed
7. Attach invoice PDF (usually automatic)
8. Click Send to email the invoice

Email Requirements

Before emailing invoices, ensure:

• Customer email address is recorded in customer details
• Email settings are configured in system settings
• SMTP/email server is properly set up
• Email templates are configured

Email Composition

When composing the email, you can customize:

• To: Recipient email address (pre-filled from customer)
• CC: Additional recipients (optional)
• BCC: Blind copy recipients (optional)
• Subject: Email subject line
• Message: Email body text
• Attachment: Invoice PDF (usually attached automatically)

Email Templates

Use predefined email templates:

• Standard Invoice Email: Default professional template
• Payment Reminder: For follow-up emails
• Custom Templates: Your customized templates

Templates include placeholders for dynamic content like invoice number, customer name, amount, etc.

Default Email Template

The default template typically includes:

• Professional greeting
• Invoice number and date
• Amount due
• Due date
• Payment instructions
• Company contact information
• Invoice PDF attachment

Customizing Email Content

You can customize:

• Subject Line: Modify the email subject
• Email Body: Edit the message content
• Add Personal Notes: Include specific messages
• Include Invoice Link: Add link to view invoice online
• Payment Link: Include online payment link (if enabled)

Email Attachments

The invoice is typically sent as:

• PDF Attachment: Invoice as PDF file
• File Name: Usually includes invoice number (e.g., Invoice-INV-001.pdf)
• File Format: PDF format for compatibility

Bulk Email

Send invoices to multiple customers:

• Select multiple invoices from list
• Use bulk email option
• Each customer receives their respective invoice
• Useful for monthly invoicing

Email Status Tracking

Track email delivery:

• Sent: Email has been sent
• Delivered: Email was delivered to recipient
• Opened: Recipient opened the email (if tracking enabled)
• Failed: Email delivery failed

Email Settings Configuration

Configure email settings in:

• Settings → Email Settings: SMTP configuration
• Settings → Invoice Settings: Invoice email preferences
• Settings → Notification Settings: Email notification rules

SMTP Configuration

Set up email server:

• SMTP Server: Your email server address
• Port: SMTP port (usually 587, 465, or 25)
• Authentication: Username and password
• Encryption: SSL/TLS settings
• From Address: Sender email address
• From Name: Sender display name

Email Templates Management

Manage email templates:

• Create custom email templates
• Edit existing templates
• Use placeholders for dynamic content
• Set default template
• Preview templates before sending

Placeholders in Templates

Common placeholders include:

• {customer_name} - Customer name
• {invoice_number} - Invoice number
• {invoice_date} - Invoice date
• {due_date} - Payment due date
• {amount} - Invoice amount
• {company_name} - Your company name
• {payment_link} - Online payment link
• {invoice_link} - Link to view invoice online

Sending Payment Reminders

Send reminder emails for unpaid invoices:

• Access invoice list
• Filter for Due or Overdue invoices
• Select invoices to send reminders
• Use payment reminder template
• Send reminder emails

Email Best Practices

• Always verify customer email addresses
• Use professional email templates
• Include clear payment instructions
• Add invoice PDF as attachment
• Personalize messages when possible
• Send during business hours for better response
• Follow up if email bounces or is not opened
• Keep email templates updated

Troubleshooting

Common email issues:

• Email not sending: Check SMTP settings and connection
• Email bouncing: Verify customer email address
• Missing attachment: Check PDF generation and attachment settings
• Wrong recipient: Verify customer email in customer details
• Template not loading: Check template configuration
• Authentication failed: Verify SMTP credentials

Email Delivery Issues

If emails are not being delivered:

• Check spam/junk folders
• Verify SMTP server settings
• Check firewall and security settings
• Verify sender email reputation
• Test with different email providers
• Contact email service provider if issues persist

Email Logs and History

Track sent emails:

• View email history for each invoice
• See when emails were sent
• Check delivery status
• Resend if needed

Compliance and Privacy

When emailing invoices:

• Ensure customer consent for email communication
• Include unsubscribe option if required
• Protect customer data in emails
• Comply with email marketing regulations
• Secure email transmission

Emailing invoices is a quick and efficient way to deliver invoices to customers. Proper configuration and professional templates ensure reliable delivery and good customer experience.