The Goal: Understand how invoices end up in Unsent Invoices and how to deliver them by email or print.
Before You Begin:
- Invoices appear in Unsent Invoices when they have been flagged for email or print delivery but have not yet been sent.
- Review the Missing Info column — a “Yes” link indicates the contact is missing a required email address or mailing address. Click the link to add the missing information.
- NOTE: When no email or address is specified, the system falls back to the billing contact’s primary email or address. If no billing contact is set, it falls back to the purchased-by contact’s primary email or address. Only when neither is found will the Missing Info column show “Yes.”
How Invoices Appear in Unsent Invoices
Invoices are added to Unsent Invoices when:
- Billing is run from Upcoming Billing in the Billing section, and the invoices have Mark to Print and/or Mark to Email enabled.
- Automated Scheduled Billing is enabled on the General Billing Settings page under Finance, Administrative section, Billing Settings.
- Allow Invoicing is enabled for events, fundraisers, sponsorships, and similar items.
- A one-off invoice is created with Mark to Print and/or Mark to Email selected.
- A membership application is submitted, and the applicant requests an invoice.
Step-by-Step Instructions
- Go to Finance, Billing section, click Unsent Invoices. A list of all invoices that have not been sent is displayed.
- Review the Delivery Method column to see whether each invoice is set to email, print, or both.
- Review the Missing Info column. If it shows “Yes,” a required email address or mailing address is missing. Click the link to add the missing information before you deliver the invoice.
- Deliver the invoices using the method you need:
Hierarchy of Invoice Email Delivery
- The system checks for a Billing Contact email address.
- If none is found, it checks for the Primary Contact email address.
- If none is found, it searches the business for an email address.
Checked first
Billing Contact email
The email address on the contact flagged as Billing Contact.
→
If none is found
Primary Contact email
The email address on the contact flagged as Primary Contact.
→
If none is found
Business email address
Any email address on the business record itself.
If no address is found at any of the three levels, the invoice’s Missing Info column shows Yes.
Common Pitfalls
- Invoices not appearing in Unsent Invoices: Verify that Mark to Print and/or Mark to Email was selected when the invoice was created or when billing was run.
- Missing Info column shows Yes: The contact is missing a required email address or mailing address. Click the “Yes” link to add the missing information before attempting delivery.