Automatic invoicing by e-mail

 

From FBO One version 3974 it is possible to automatically send out invoices by email to debtors. How to do this and how to set this up is explained on this page.

How to use automatic invoicing

Once invoices are created, they can now be send by email to the debtor via the new transition called 'Send by email':

 

Clicking on the 'Send by email' transition will open the actual email transition screen.

Here a row is created per invoice containing the Invoice number, debtor, Email subject, Email body and the 'To Address'. On the bottom of the page there is a box with the 'CC Address'.

Once checked, clicking the 'OK' button will automatically send all invoices on the page to the debtors and return the user to the back office screen.

The email sent to the customer in this example looks like this:

Configuration

The automatic invoicing settings can be adjusted per Administration. They can be found via Administration -> Backoffice -> Administrations.

By editing the Administration you can adjust the automatic invoicing settings:

Email From address for invoicing: This field should contain the email address used by the FBO to sent invoices to clients. This will most likely be the email address of the accounting department.

Email Bcc address for invoicing:  This allows you to verify that each invoice was indeed properly sent by sending a blind carbon copy of each invoice that is sent to clients to your in-house back office (billing) department.

Email CC address for invoicing: This allows you to verify that each invoice was indeed properly sent by sending a carbon copy of each invoice that is sent to clients to your in-house back office (billing) department.

Email subject: Here the email subject can be defined.

Email body: Here the email body can be defined.

Both in the email subject and email body several 'email template variables' can be used. These can be found here.

Also multiple email addresses, separated by a comma ',' can be used.

 

Setting up email addresses for invoicing per debtor

Per organization the email address used for invoicing can be set by using the field Email 2 in the organization details screen.

See also