Send invoice via email

WorkBook offers an easy-to-use functionality to send out invoices straight from the system.

It does require a bit of setup.

Sending email address

The email address in the ”from” field is populated with the default email address in “My settings” for the employee.

 

Alternatively, system variable no. 810 can be enabled, so the employee will be able to change the mail address in the “from” field.

Another alternative is to enable system variable no. 760 and enter a value in system variable no. 289. This will force all mails sent from WorkBook to have the same “from” address. There is a guide for this here:

http://help.workbook.net/knowledgebase/outgoing-mails/

Templates for content in mail texts

Templates for content in the subject field and body text is defined in “Standard texts” under “Company settings” in the “Settings” module. The “Text element” determines which type of email the text applies to. To set it up for invoices, find “Email (with invoice) sent from invoice management” and enter text for the relevant language(s). The language of the invoice determines which text will be in the email. The “Text headline” field determines the content for the subject field, and the “Text content” determines the content for the body text.

 

Signature

The signature for emails sent from WorkBook is defined in the “Email” tab under “My settings”. The content in this field is inserted at the bottom of mails sent by this employee.

 

Recipient email address

The mail address in the “to” field in mails sent with an invoice sent through invoice management is determined by System variable no. 898. This can only be set up in V8, the Silverlight version, for now.

 

If value 1 is selected, the recipient email address is determined on the debtor’s “email” field.

 

If value 2 is selected, the recipient email address is determined on the invoice attention person, found on the “Header” tab of the invoice.

 

The invoice responsible contact person can be set on the client settings found in “Resources”, select the client and find the “Contacts” on the client. Add remove client contacts here.

 

If value 3 is selected, the recipient email address is determined on the client contact. Find this setting under “Job properties”.

 

If value 4 is selected, the recipient email address is determined on the debtor “Email invoicing” field under “Debtor list” in “Finance & administration”.

 

Sending the invoice

Navigate to the job that contains the invoice you’d like to send. Open the Reports bar and click the e-mail icon as shown here:

The mail draft has been generated. All that’s left is to send it 🙂

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