The Goal: Use the Bulk Email Tracking feature to verify that your batch invoices have been sent and to review the delivery status of each billing batch.
Before You Begin:
- You need staff access to the billing and email settings areas to enable and review batch tracking.
- Invoice Tracking must be enabled before batches will be recorded. Go to Marketing & Communication, Communication section, click Settings and select Email Settings, then turn on Invoice Tracking Beta at the very bottom of the page beneath the Unsubscribe Message.
Step-by-Step Instructions
The Bulk Email Tracking functionality provides you a way to verify that your batch invoices have been sent. Batches are tracked when invoices are delivered via All Sales/Invoices in the Billing module, Unsent Invoices in the Billing module, and the Unpaid tab in the Memberships module.
- Go to Memberships, click Batch Tracking.
- The Batch Tracking screen will display the following information:
- Batch ID: This can also be used in the communication report for a more detailed view of what was sent.
- Batch Name: The subject of the email sent.
- Person Who Hit Send
- Time Stamp: When the batch was sent.
- Status: Provides the number of invoices that were delivered out of how many were attempted. The system will retry any failures 10 times, then log a failure.
- Exception: Provides a clickable icon that will open a dialog to list the contacts that did not have a successful delivery.
- Click the Exception icon on any batch to review the contacts whose invoices were not delivered successfully.
Common Pitfalls
- Tracking not enabled: If batches are not appearing, confirm that Invoice Tracking Beta has been turned on in Email Settings — batches are only tracked once this setting is active.
- Reading Status as final: The Status count reflects delivery attempts in progress. The system retries a failure 10 times before logging it, so check the Exception icon rather than assuming an incomplete count is a permanent failure.