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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 created or when billing was run. Only those invoices will appear in Unsent Invoices.
  • Verify that contacts have valid email addresses. Invoices without a valid email will 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.

Steps to Email Invoices from Unsent Invoices

  1. Go to Finance, Billing section, click Unsent Invoices. A list of all invoices pending email delivery will be displayed. Invoices without an email address will show "Yes" in the Missing Info column — click the link to update the email address.
  2. If you wish 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 total amount will be displayed (this includes all invoices currently set to email in the list).Pending delivery screen
  4. Configure the email settings:Email Invoices screenshot
    • File Format: Select PDF or Word format.
    • Invoice Template (Override): Optionally override the default invoice template associated with 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 (e.g., the 'Invoice Email Template') or leave blank to type a custom message.
    • Subject: Enter a subject line and message body if 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 explicitly excluded — will be emailed.

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.

Hierarchy of Invoice Email Delivery

  1. System checks for a Billing Contact email.
  2. If none are found, checks for the Primary Contact email.
  3. If none are found, it searches the business for an email address.

Common Pitfalls

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

 

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