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Deliver Invoices via Email from the Unsent Invoices Tab

Updated
The Goal: Email invoices to members in bulk from the Unsent Invoices page in the Billing section — covering membership dues, event registrations, one-off invoices, and more.

Before You Begin:

  • Invoices must have been flagged with Mark to Email when they were created or when billing was run. Only those invoices appear in Unsent Invoices.
  • Verify that contacts have valid email addresses. Invoices without a valid email address show “Yes” in the Missing Info column.
  • (Optional) Create an email template for invoice delivery. The system provides a default ‘Invoice Email Template’ that you can use as-is or customize. See Create and Manage Email Templates.
  • NOTE: If an email address is marked as invalid, the email will not be sent and the Missing Info column will update to “Yes.” Click the “Yes” link to review and revalidate the email address.

Step-by-Step Instructions

  1. Go to Finance, Billing section, click Unsent Invoices. A list of all invoices pending email delivery is displayed. Invoices without an email address show “Yes” in the Missing Info column — click the link to update the email address.
  2. If you want to deliver only a subset of invoices, use the filter option to narrow the list.
  3. Click Email Invoices. A summary showing the number of invoices and the total amount is displayed. This includes all invoices currently set to email in the list.
    Unsent Invoices page with the EMAIL INVOICES button boxed
  4. Configure the email settings:
    The General section of the Email Invoices window, with File Format, Override Invoice Template, From, Email Template and Subject boxed. Mask any real email address with a solid grey bar
    • File Format: Select PDF or Word format.
    • Invoice Template (Override): Optionally override the default invoice template associated with the fee items — useful, for example, to select a different template for past-due invoices.
    • From: Select the from email address.
    • Template: Select a pre-built email template (for example, the ‘Invoice Email Template’) or leave it blank to type a custom message.
    • Subject: Enter a subject line and message body if you are not using a template.
    • Exceptions: Enter invoice numbers or contact names in the Invoices to Exclude field to prevent specific invoices from being sent.
  5. Click Done. All identified invoices — except those you explicitly excluded — are emailed.

Hierarchy of Invoice Email Delivery

  1. The system checks for a Billing Contact email address.
  2. If none is found, it checks for the Primary Contact email address.
  3. 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

  • Invoice not in Unsent Invoices: The invoice must have had Mark to Email selected at creation or during the billing run. If it was not flagged, it will not appear here.
  • Invalid email address: The system skips sending and flags the invoice in the Missing Info column. Correct the email address and re-send.

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