Bulk Emailing Invoices/Payments
The following instructions apply to both Invoices and Payments.
You can bulk email invoices by selecting the invoice checkboxes and using the Email PDF option from the Bulk Actions dropdown menu. As long as the customer has a Billing email address on their customer profile (via Manage Customers), the invoice will be emailed.
Please note that by default only invoices that are in 'invoiceable' status are emailed. If you have invoices in Invoiced or Paid Invoice status that you want to email, uncheck the box circled in red in the screenshot below, before emailing. The same applies to payments that are in 'payable' status.
Emailing Invoices/Payments Manually
From the Payments tab in Payables, click the checkbox next to one payment. This populates the details of the payment on the left-hand side of the screen.
Click the dropdown adjacent to the Save button and click View
Once the payment view loads, options in the upper left-hand corner include Email. Click on Email
Click Email Remittance to email the single invoice. The email will be sent to any recipients listed in the Email address field.
Follow the same steps when emailing invoices from the Invoice tab in Receivables. The email address field is auto-filled with the customer's billing address(es), defined via the Manage Customers menu.
Note: If an invoice is already created, and the customer email address is updated on their profile, this does not automatically update the email address defined on the invoice and requires a manual update for that invoice.
Reply To Address Behavior
Individual 'From' email addresses can be set up on the back-end of the Interpreter Intelligence system for both invoices and payments by the Interpreter Intelligence Support Team.
When Invoice/Payment emails are sent out either in bulk or individually, the 'Reply To' email address defaults to these email addresses.
Expected Invoice & Payment Status Behavior
The status of an invoice will automatically update from Invoiceable to Invoiced under the following conditions when emailing invoices
If the invoice is sent using the Bulk Action > Email PDF option, the invoice status updates to Invoiced.
If the ‘Billing Method’ is set on Customer profile to 'Email', once the invoice is emailed out, it automatically changes to ‘Invoiced’.
If the 'Billing Method' is set to ‘Standard Mail’ or ‘Special’, that means another process needs to take place to consider it invoiced, such as print and mail out, so those invoice statuses will not be changed automatically but rather updated by Finance as a manual action.
The setting for Billing Method is found as follows: Manage - Manage Customers – select a customer – Edit – General Information.
Note: If the invoice is sent using the Save dropdown button > View > Email PDF as an individual email action, the invoice status is not updated.
Emailing Payments follows the same logic as emailing invoices. If emailed as a single action, the status will not update. If emailed as a bulk action, the payment status auto-updates to Pending Payment status.
Downloading Invoices/Payments
Download a Single Invoice
Click on the checkbox next to any invoice listed in the Invoices tab on the Accounts Receivables page.
Click the dropdown arrow next to the blue Save button. Click on View.
A popup window displays the invoice. Click on Save as PDF
The next popup window allows the user to include the VoS forms by checking the checkbox. By default the VoS forms download in a zip file.
Only select Merge selected documents in a single PDF document if all of the VoS forms are in the PDF file format. Some VoS forms may be uploaded as jpeg, png or docx files which cannot be merged into a PDF file format.
Click Download. The file will download automatically to your download file or other location specified on your computer.
Download One or More Invoices in a Bulk Action
Click on the Invoices tab on the Accounts Receivables page. Filter dates as desired.
Click on one or more checkboxes to select invoices to be bulk downloaded.
Click on the dropdown arrow next to the blue Bulk Actions button. Click on Download PDF
The popup window allows the user to include the VoS forms by checking the checkbox. By default the VoS forms download in a zip file.
Only select Merge selected documents in a single PDF document if all of the VoS forms are in the PDF file format. Some VoS forms may be uploaded as jpeg, png or docx files which cannot be merged into a PDF file format.
Click Download. A popup message indicates that an email will be sent to the user when the download is complete. The subject line of the email is Invoice batch action [Download Documents] finished. This email is a notification only and provides no direct link to the downloaded file.
The zip file can be retrieved by going to the Admin > Import/Export menu and clicking on the Export tab in the upper left-hand corner of the screen.
From the Export page, the download will display at (or near) the top of the list and is called Invoice Download PDF action initiated on 2023-12-14. You will see your username in the Created By column. Once the download has completed, there will be a blue clickable 'download' option on the far right of the export.
The same steps are taken for download Payments as PDF's. VoS forms are not included with Payment downloads.
Troubleshooting
PDF Download of Invoice/VoS forms with a large number of jobs
When there are a large number of jobs with VoS files it may take several minutes (3-5 minutes for very large downloads).
Single Invoice PDF Download
If you are downloading the invoice/VoS forms from the popup window of View invoice/download PDF, and you close the popup window during the download, this will cancel the download action. There is no notification that this is canceled. Leave the popup window open until the file downloads. You can open other browser windows in the meantime to continue work in other areas.
Bulk Action Invoice PDF Download
If you are downloading using the Bulk Action Download PDF and include the VoS forms, this will also take several minutes, but will eventually show the clickable 'download' option from the Import/Exports > Exports page. In this case, you do not need to remain on the Receivables page while the download runs.