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Emailing Statements & Invoices for charge accounts

Emailing Statements & Invoices for charge accounts

Postby JSnider2323 » Thu Sep 15, 2016 2:03 pm

I currently have a few hundred accounts for fleets that charge on a normal basis. Traditionally we have been printing Statements and mailing them at the end of every month since around 2004.

For the last few years I have had many accounts that want emailed copies of both all the invoices and there months statement.

It takes me a very long time to go through each invoice and print it via PDF or even email it directly via Report Pro (bolt on) one by one. I have to save them all as an invoice number then attach all of them to one email and send it to the company.

Is there any way I can email multiple invoices at once through shopkey? Or even email multiple statements all at once to there email address within the system?
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Re: Emailing Statements & Invoices for charge accounts

Postby artadot » Fri Sep 16, 2016 4:00 am

I agree, I would like to have this available as well
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Re: Emailing Statements & Invoices for charge accounts

Postby Kingdom » Fri Sep 30, 2016 3:52 am

Absolutely that would be nice
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Re: Emailing Statements & Invoices for charge accounts

Postby rosenort » Tue Oct 03, 2017 10:18 am

This is a necessity, not just a convenience any more. There is significant value to each shop for this service. We save time and money, plus we get paid quicker. Please let us know if this is coming soon!
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Re: Emailing Statements & Invoices for charge accounts

Postby timbre4 » Wed Oct 04, 2017 6:45 am

We are aware of this, it's on the enhancement request list and it's been discussed here several times. This will require more development discussions.

A key hurdle to get past is that mass emails (numerous recipients) can easily be flagged as spam, which is definitely a place you do not want to be.
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Re: Emailing Statements & Invoices for charge accounts

Postby pickrad » Tue Nov 14, 2017 12:11 pm

A check box on the customer screen to send statements paperless is becoming a necessity. It is commonplace and more companies every week are asking for it.

A check box for prefers text messages would be helpful also.
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Re: Emailing Statements & Invoices for charge accounts

Postby superauto » Mon Feb 19, 2018 2:42 pm

What is the easiest way to make a statement and send copy of invoices?
We deal with fleet companies and they want a copy of all invoices the end of every week.
i usually print invoices and save a copy into a folder in pdf format; after that I merge invoices together and send them.

sorry for my bad english
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Re: Emailing Statements & Invoices for charge accounts

Postby ricmorin » Mon Feb 19, 2018 3:39 pm

superauto wrote:What is the easiest way to make a statement and send copy of invoices?
We deal with fleet companies and they want a copy of all invoices the end of every week.
i usually print invoices and save a copy into a folder in pdf format; after that I merge invoices together and send them.

sorry for my bad english


One way to quickly gather all the work for a particular customer is to use the Customer and Vehicle Summary found under the Client tab. Pick the customer and date range it for the week in question. The result is all the invoice detail without all the waste associated with the actual invoice (header, footer, disclaimer). This can easily be saved to pdf along with a statement. 2 pdf's attached to an email and you're done. This may be handy as multiple pdf invoices could become a large amount of data. All the details needed for customer review are included in the abbreviated version such as labor description, parts and totals.

Another way is to add each invoice individually. We scan every invoice into our system, so there is a pdf copy of each one already. Create the balance due statement of your choice. It will have all the invoice numbers that are open. Attach the statement to your email via pdf and then select each invoice from the saved folder. In our case the scanned pdf invoice will include the customer signature, either hand written or electronically from Welcome Station. This works if they need the actual full invoice instead of a abbreviated version. Having a pdf version of every invoice has other benefits; in case data is lost you can easily recreate an invoice.

I hope that helps until an automated procedure is developed.
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Re: Emailing Statements & Invoices for charge accounts

Postby superauto » Tue Feb 20, 2018 8:53 am

thank you. that should work
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