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Indigoeve

Emailing invoices to bookkeeping client

Posted By

Hello,

I work as a bookkeeper for a number of clients.  One of them is embracing paperless as much as possible and consequently my invoicing procedure for him looks like this:

1. Receive .pdf from him with info on new receivables to invoice.

2. Create invoice to his customer.

3. Email ^invoice to my client for proofing.  He then emails the invoice to his client. This involves asking simply to email the invoice, inputing the email address to mail the invoice to and telling simply that no, I do not want to update the email address because I want to email the invoice to my client but to keep the keep the customer's email on file.

4.  Repeat for each individual invoice.  My client then ends up with an email in his inbox for every single invoice he asks me to do up.

This is a cumbersome process particulary when doing more than a few invoices.  Is there any way to post a number of invoices without emailing or printing them and to then export them as individual .pdfs or even .xls files which I can then email in a batch to my client?

  •  What if you set your printer to a pdf printer, then batch print the invoices? Send the pdfs to your client and he can email them as he is happy with them.

    Also, If you do not email to the client directly, then put the owner's email address in each client's ledger instead of theirs.

  • With regards to the printer suggestion - could you explain?

    Unfortunately, I do need to keep the customer's email in the file (I do send out statements directly to the email addresses) and so can't just update all customer emails to my client's address.

    Also, it always gives me the message that I normally print invoices for this client and do I really want to email them?  Where do I change this?  I Really do want to email them, I Really don't want to be asked about it each time I try to email an invoice!

  •  In Setup / Reports and Forms / Invoices - change the default printer to a pdf printer.

    In Setup / Settings / Company / Forms - check off Batch Print on the line for Invoices.

    Create all the invoices. Do not print them as you create them. When they are all done, go to Reports / Batch Print / Invoices. They will print to the pdf printer. Each pdf printer is different, so I can't tell you how to go from there, but you have to tell it where to save the file and whether each invoice is a separate pdf or not. You probably want each one to be a separate pdf file.

    Create your email to your client. Attach the pdf files.

    I wouldn't change the default from print to email on the customer ledgers, because if you want to pdf them this way, you really do want the system to think you are printing them, not emailing them. However, that toggle is found on the customer ledger record, on the "options" tab. Chose to print or email invoices to the customer.

     

  • Email vs print is changed in the customer ledger on the Options tab.

    A pdf printer driver will allow you to print directly to a pdf instead of a printer and create a file or files for each printout.  I would think you would still get multiple files, one for each invoice even if you batch print.

    Another option would be to email everything to yourself, then copy the pdfs from the emails to one email for your client.

  • Oooooh, thank you both of you!  This is exactly what I needed.

     

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