Customer invoice automations

Customer invoices run one job of their own and use three e-mail templates. Nothing is e-mailed to a client unless someone clicks Send. The options are explained in Customer invoice settings.

Scheduled actions

Send invoices automatically

• When: started at once when several invoices are sent together from the list, and once a day while the scheduled action is active. A test or restored copy of the database has it switched off.
• What it does: takes the confirmed invoices waiting to be sent, a few at a time, generates the PDF of each, e-mails it to its client with its sending template and records the message on the invoice, until none is left.
• How to start or stop it: an administrator activates or deactivates the scheduled action Send invoices automatically in the scheduled actions of the technical menu. While it is off, sending several invoices at once is refused with a message that batch sending is unavailable (an administrator gets a link to the action); sending one invoice at a time keeps working.

Invoices posted on their date

• When: every day, through the job that posts draft entries whose date has come, described with its schedule in Fixed assets.
• What it does for invoices: a draft whose Auto-post (tab Other Info) is At Date is confirmed on its date. With Monthly, Quarterly or Yearly, each confirmation also creates the next draft, one period later, until the date in Auto-post until.
• How to stop it: set Auto-post back to No on the draft.

E-mail templates

Invoice: Sending

• When: proposed by Send on an invoice, alone or several at once.
• What it does: subject "company Invoice (Ref number)"; the message greets the client, names the invoice, its amount and the company, and gives the payment reference and the bank account to pay into; the invoice PDF is attached.
• How to stop it: it is used only when someone sends. Pick another template in the Send window, or change its text and keep it with Save as Template (Send an invoice by e-mail).

Credit Note: Sending

• When: proposed by Send on a credit note.
• What it does: the same message for a credit note, with the credit note's PDF.
• How to stop it: as above; it is never sent by itself.

Payment: Payment Receipt

• When: used by Send receipt by email in the Actions menu of a payment, or Send receipts by email for several payments ticked in Accounting/Customers/Payments.
• What it does: e-mails the client a receipt of the payment, subject "company Payment Receipt (Ref number)".
• How to stop it: it is sent only on demand.

The self-billing templates of the same list serve vendor bills that the company issues on a vendor's behalf (Vendor bills and expenses).

Set once, at installation

• Generate a Payment Link is added to the Actions menu of the invoice list, next to the one of the invoice form, so that several invoices can share one link (One payment link for several invoices).
• The links get their references from a sequence of their own, BATCH, the year and a five-digit counter.
• Total Discount and the Disc. Fixed column are added to every invoice, credit note and bill; nothing is filled in until someone uses them.