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Email (Confirm, Invoice & Statement)

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Introduction

Email Confirm gives you the ability to send your invoices and statements singularly or in batches to your customers through email. This is not automatic but done through the Billing and Customer system for better management/oversight.

If you want less paper and more electronic delivery of customers invoices and statements, save postal costs and make sure they are delivered and fast, then this add-on is for you.

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Configuration

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Templates

In the Stations icon in setting, Under Email tab is the Invoice windows. Subject and Body.

If left alone this is the default settings.

If you want to change things you must still have some form of tokens like the ones you see above. (Tokens are the special words you see in the < > brackets).

Other Tokens that can be used...

• Tokens
  • <InvoiceNumber>
  • <Customernamename>
  • <Contactnamename>
  • <representativename>

See Station.

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Email

See EmailSettings.

NOTE: You may or may not already have this filled out and you may need your local IT professional for some of the entries.

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Customer

Once you have finished adding your info to the Email window the next step is to add the customers email. Under the Billing tab (Green Oval). At the bottom of the window, Decide what type of invoice you want, Add an Email and check the box.



See Customer.


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Usage

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Confirmations

Under Tools in the Main Menu of contracts is the ability to Email Confirmations:



That opens up the Email Confirmations window:



And your email will look something like this:





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Statements

To send your statements. Go to Billing, left click Tools in Main Menu and click on Email Statements. Move the curser down to the Email button, click and the emails are sent.



Your Email will look something like:



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Invoices

To send your Invoices. Go to Billing. Make sure the items you wish to be emailed are checked. Move the curser down to the Process... button, click and the emails are sent.



Your Email will look something like:



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Billing

(Invoices / Statements)

The email phase contains all Invoice items that are pending to be emailed based on Customer configurations. The Invoice to be emailed will remain on this list until the software successfully hands the email to the email server defined in EmailSettings.



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Confirmation Emails

We have the ability to customize the Subject and Body of Confirmations you send via email. This text can either be static text or leverage tokens to add a more personal/informative message.





Within Group>Email>Confirmations is the pane where you place your custom text.

Emails when you use a custom lines without tokens:



Emails when you use a custom lines with tokens:





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FAQ

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Remove print email

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Additional Information

See EmailSettings.