Send Accounting Emails to Multiple Email Addresses

ServiceCore allows you to send emails for invoices, estimates, credit memos, payment receipts and refunds to one or more email addresses at a time.

In this article you'll learn where and how to add or remove email addresses when sending accounting emails.

Before You Start

Here are a few things to know before you send accounting emails:

  • You must have Manager, Admin or Owner level permission to edit customers and to send accounting emails
  • On the customer details page, the preferences for Preferred Billing Communication should be Email in order for you to see the Email field on accounting forms
  • If the Preferred Billing Communication is set to Print, the Email field will not appear on accounting forms by default
  • Attachments must not exceed 6MB for any individual file
  • The total combined size of all attachments must be less than 20MB
  • Check out this article to learn more about attachments

About Email Deliverability

97.4% of all emails sent from ServiceCore are delivered successfully. When emails don't make it to their indented target (the inbox) there can be a few reasons. If you discover that an email did not make it to your customer, please keep the following in mind:

  • Verify that the email address is spelled and formatted correctly
  • Please ask your customer to check their spam or junk folders for your email (this is rare)
  • Avoid using "spammy" language when adding notes or disclaimers that may appear in an email
  • Spammy language includes using ALL CAPS and multiple exclamation points!!!! as well as trigger words and phrases such as "free", "best price" and "no obligation"

How Customer Emails and Accounting Emails Are Related

There is a one-way relationship between email addresses for customers and email addresses on accounting forms. What this means is:

  • Email addresses listed on the customer details page will appear by default for any new accounting form you fill out for that customer
  • You can leave this email address, add more email addresses, delete email addresses, or add email addresses from contacts (if those exist)
  • However, new email addresses that you add on an accounting form will not transfer over to the customer details page
  • Likewise, any changes to the email address for a customer made from the customer details page, will not transfer over to any pre-existing accounting items (invoices, credit memos, estimates, payments, refunds) creating in the past
    • For example, if you go to the customer details page and change the email address from there, it will not change the email address for any invoice
    • Invoice email addresses are not based on the customer's email address; invoice emails are tied only to the invoice
  • You can add and remove email addresses every time you fill out a new accounting form and send an email
  • The email addresses associated to an invoice, estimate, credit memo, or payment are unique to that specific accounting item
  • To add or remove email addresses for a customer, check out this article about how to Edit a Customer
  • To change the email address for an invoice or recurring invoice, you will need to edit the email address on every invoice or recurring invoice
  • Changing the email address on the customer details page has no effect on current or past invoices; this change will only be reflected when creating future invoices from scratch
  • Changing the email address for a recurring invoice will change it for all future invoices, it will not change it for invoices created in the past from that recurring invoice
  • To change the email address for an existing one-time invoice, or an invoice that was created from a recurring template, you will need to
    1. Edit that invoice
    2. Change the email address on that invoice
    3. Save the invoice before emailing it again

       

When to Add Email Addresses

Here are a few examples of scenarios of when you might want to add or remove email addresses for accounting forms:

  • When to add an email address to a single invoice
    There may be a single time where an outside party needs to receive an invoice, such as the health department. The health department needs proof that a system was pumped out. The health department does not need to receive a copy of every invoice for this customer. In this case, you would add the health department for that specific invoice for that specific pump out job.
  • When to add an email address to the customer details
    There may be times where a customer needs a copy of every email to be sent to one or more email addresses. For example, a customer needs to receive an email at their work email address and the accounting person also needs a copy of the email. In this case, it can save you the extra time of typing the accounting email address each time if you add the email address to the customer details page.
  • When to add a customer contact email address
    There may be other times where a customer needs a copy of an email sent to a contact often, but not every time. For example, a customer needs to send a copy of all grease trap invoices to the health department, but not septic pump out invoices. In this case, if you add the health department as a customer contact, it can save you time when you create grease trap invoices.

Below are the steps for adding and removing email addresses for each type of accounting form. Please remember that the email field will not appear by default if the customer communication preference is set to Print.

Invoices

New Invoices

To control which email addresses receive a new invoice by email, follow these steps:

  1. In the header, click the (+) icon
  2. From the list of options that appear, click Create Invoice
  3. Enter or type in the Customer field to search for the customer
  4. Click on the appropriate Customer from the list of customers that appear
  5. You should see an Email field appear
  6. If the email field is not showing, scroll down to the bottom of the form to the Preferred communication field
  7. Select Email from the dropdown list
  8. In the lightbox that appears, select Yes if you would like to make email the preferred communication for this customer
  9. If not, select "No" or "No, and don't ask again" if you would like the customer communication to stay as Print, and for this single invoice, change to Email so that you can send this invoice by email
  10. Once you have made your choice, click Confirm

  11. Scroll back up and the Email field will appear 
  12. To add a new one-time email address, click inside the box and type in the new email address

  13. Once you're done, hit Enter on your keyboard or click inside the box again
  14. You will now see the new email address in a rounded gray bar
  15. If you make a mistake, or want to remove an email address, click the X after the email address
  16. If you would like to add an email address of a customer contact, click add email from contacts
  17. In the lightbox that appears, check the box for each contact you'd like to add
  18. Click Add Email to Invoice

  19. Continue filling out the rest of the create invoice form
  20. Once you're finished, scroll to the bottom of the form
  21. If you want to add the email to your email queue to send later, click Add to Email Queue

  22. If you want to send the email now, click Email Invoice
  23. In the lightbox that appears, verify that the correct email address or addresses are listed
  24. Then, click Send Email

Existing invoices

If you need to re-send an existing unpaid, paid or overdue invoice by email, follow these steps:

  1. Click on Accounting in the ServiceCore header
  2. Navigate to the tab corresponding to the type of invoice you want to send by email
  3. Use the sort by, filters or search box at the top of that tab to locate the invoice
  4. Click the down arrow at the end of the row
  5. From the list of options that appear, click Email Invoice
  6. In the lightbox that appears, review the email addresses that will receive the invoice
  7. If you're happy with the list of emails, click Send Email

  8. If this list does not contain all of the email addresses that need to receive the email, click Cancel
  9. Click the down arrow at the end of the row for the invoice
  10. Click Edit invoice in the list of options that appear
  11. You should see the Email field
  12. If the email field is not showing, scroll down to the bottom of the form to the Preferred communication field
  13. Select Email from the dropdown list
  14. In the lightbox that appears, select Yes if you would like to make email the preferred communication for this customer
  15. If not, select "No" or "No, and don't ask again" if you would like the customer communication to stay as Print, and for this single invoice, change to Email so that you can send this invoice by email
  16. Once you have made your choice, click Confirm

  17. Scroll back up and the Email field will appear 
  18. To add a new one-time email address, click inside the box and type in the new email address

  19. Once you're done, hit Enter on your keyboard or click inside the box again
  20. You will now see the new email address in a rounded gray bar
  21. If you make a mistake, or want to remove an email address, click the X after the email address
  22. If you would like to add an email address of a customer contact, click add email from contacts
  23. In the lightbox that appears, check the box for each contact you'd like to add
  24. Click Add Email to Invoice
  25. Once you're finished, scroll to the bottom of the form
  26. If you want to add the email to your email queue to send later, click Add to Email Queue

  27. If you want to send the email now, click Email Invoice
  28. In the lightbox that appears, verify that the correct email address or addresses are listed
  29. Then, click Send Email

Estimates

To control which email addresses receive an estimate by email, follow these steps:

  1. In the header, click the (+) icon
  2. From the list of options that appear, click Create Estimate
  3. Enter or type in the Customer field to search for the customer
  4. Click on the appropriate Customer from the list of customers that appear
  5. You should see an Email field appear
  6. If the email field is not showing, scroll down to the bottom of the form to the Preferred communication field
  7. Select Email from the dropdown list
  8. In the lightbox that appears, select Yes if you would like to make email the preferred communication for this customer
  9. If not, select "No" or "No, and don't ask again" if you would like the customer communication to stay as Print, and for this single estimate, change to Email so that you can send this estimate by email
  10. Once you have made your choice, click Confirm

  11. Scroll back up and the Email field will appear 
  12. To add a new one-time email address, click inside the box and type in the new email address

  13. Once you're done, hit Enter on your keyboard or click inside the box again
  14. You will now see the new email address in a rounded gray bar
  15. If you make a mistake, or want to remove an email address, click the X after the email address
  16. If you would like to add an email address of a customer contact, click add email from contacts
  17. In the lightbox that appears, check the box for each contact you'd like to add
  18. Click Add Email to Estimate

  19. Continue filling out the rest of the create estimate form
  20. Once you're finished, scroll to the bottom of the form
  21. If you want to add the email to your email queue to send later, click Add to Email Queue

  22. If you want to send the email now, click Email Estimate

  23. In the lightbox that appears, verify that the correct email address or addresses are listed
  24. Then, click Send Email

Credit Memos

To control which email addresses receive a credit memo by email, follow these steps:

  1. In the header, click the (+) icon
  2. From the list of options that appear, click Create Credit Memo
  3. Enter or type in the Customer field to search for the customer
  4. Click on the appropriate Customer from the list of customers that appear
  5. You should see an Email field appear
  6. If the email field is not showing, scroll down to the bottom of the form to the Preferred communication field
  7. Select Email from the dropdown list
  8. In the lightbox that appears, select Yes if you would like to make email the preferred communication for this customer
  9. If not, select "No" or "No, and don't ask again" if you would like the customer communication to stay as Print, and for this single credit memo, change to Email so that you can send this credit memo by email
  10. Once you have made your choice, click Confirm

  11. Scroll back up and the Email field will appear 
  12. To add a new one-time email address, click inside the box and type in the new email address

  13. Once you're done, hit Enter on your keyboard or click inside the box again
  14. You will now see the new email address in a rounded gray bar
  15. If you make a mistake, or want to remove an email address, click the X after the email address
  16. If you would like to add an email address of a customer contact, click add email from contacts
  17. In the lightbox that appears, check the box for each contact you'd like to add
  18. Click Add Email to Credit Memo

  19. Continue filling out the rest of the create credit memo form
  20. Once you're finished, scroll to the bottom of the form
  21. Click Email Credit Memo

  22. In the lightbox that appears, verify that the correct email address or addresses are listed
  23. Then, click Send Email

Payments

Payments are a little different because payments can be applied to multiple invoices. As you see above, each invoice can have unique, one-time email addresses. If you're recording a payment for multiple invoices, we don't know which of those email addresses you may or may not want to receive a copy of the payment receipt.

Payment receipts can only be sent to the email addresses listed on the customer details page. To add an email address to the customer details page, you will want to edit the customer first, and then return to the record payment form.

To send a payment receipt by email, follow these steps:

  1. In the header, click the (+) icon
  2. From the list of options that appear, click Record Payment
  3. Enter or type in the Customer field to search for the customer
  4. Click on the appropriate Customer from the list of customers that appear
  5. Look at the Email field and make sure all email addresses are listed that should receive the payment receipt
  6. If not, please close this form and edit the customer first before returning to this form
  7. Continue filling out the rest of the form
  8. Once you're finished, check the box for Email receipt to customer

  9. Then click Submit Payment

Refunds

We are currently working on functionality that will allow sending refunds by email. We will update this article with more information once this feature is available.

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