Deliver invoices by email or print

Which page to use

How invoices get into Unsent Invoices

An invoice is added when it’s flagged Mark to Email and/or Mark to Print and:

• billing is run from Upcoming Billing, or by Automated Scheduled Billing (turned on in General Billing Settings, at Finance > Administrative > Billing Settings);
• Allow Invoicing is on for an event, fundraiser, sponsorship or similar item;
• a one-off invoice is created; or
• a membership applicant asks to be invoiced.

Go to Finance, Billing section, click Unsent Invoices. Check the Delivery Method column (email, print or both) and the Missing Info column before you send.

Email invoices from Unsent Invoices

1. Go to Finance, Billing section, click Unsent Invoices. To send only some invoices, filter the list.
2. Click Email Invoices. A summary shows the number of invoices and total amount; it includes every invoice in the list that’s set to email.
   
3. Set the email options:
   • File Format: PDF or Word.
   • Invoice Template (Override): optional; for example, a past-due template.
   • From: the sending address.
   • Template: an email template such as the Invoice Email Template, or leave blank and write your own Subject and message.
   • Invoices to Exclude: enter invoice numbers or contact names you don’t want sent.
   
4. Click Done. Every invoice except the ones you excluded is emailed.

Print invoices from Unsent Invoices

1. Go to Finance, Billing section, click Unsent Invoices. To print only some invoices, filter the list.
2. Click the arrow next to Email Invoices and choose Print Invoices.
   
3. Set the print options:
   • File Format and optional Invoice Template (Override).
   • Exclude Voluntary Amounts: hides optional/voluntary line items.
   • Sort Order: Customer, Date or Invoice Number.
   • Cover Letter Template: optional.
   • Ignore List Below And Send All: select to print everything. If it’s cleared, only the first 500 invoices print.
4. Select the invoices, or tick the top check box to select all.
   
5. Click Download PDF, then print.

Send renewal or past-due invoices from All Sales/Invoices

Renewal invoices: generate them first (see Run upcoming billing), and note the invoice date so you can filter to it.

Past-due invoices: filter to Past Due Invoices. For membership dues only, the Unpaid page in the Memberships section gives a more targeted list. Redelivering is one step in collections; see the Association Post-Billing Guide.

To email:

1. Go to Finance, Billing section, click All Sales/Invoices, and filter as above.
2. Click the arrow on New Invoice, then Email Invoices / Statements.
   
3. Set Deliver Type to Invoice, then choose the File Format, optional Invoice Template (Override), Exclude Voluntary (to leave voluntary fees off), From address and Cover Letter Template. If you don’t use a cover letter template, enter a Subject and message.
4. Select the invoices, or tick the top check box to select all.
5. Click Done.

To print:

1. On All Sales/Invoices, filter as above.
2. Click the arrow on New Invoice, then Print Invoices.
3. Choose the File Format, optional Invoice Template (Override) and Cover Letter Template.
4. Select the invoices, or tick the top check box to select all.
5. Click Done to download, then print.

Which email address an invoice goes to

1. The Billing Contact’s email.
2. If there isn’t one, the Primary Contact’s email.
3. If there isn’t one, any email on the business record.

Mailing addresses fall back the same way (billing contact, then the purchased-by contact). Only when nothing is found does Missing Info show Yes. An email address marked invalid is skipped and also shows Yes; click it to fix or revalidate the address.

Related Articles

• Remove invoices from Unsent Invoices (Pending Delivery)
• Run upcoming billing
• Create and Manage Email Templates
• Association Post-Billing Guide