Send Accounting Emails to Multiple Email Addresses

ServiceCore lets you send invoices, estimates, credit memos, payment receipts, and refunds to more than one email address at a time.

You control who receives each of these, and in most cases, you can update that list again later if a document needs to go somewhere new. This article walks through how that works for every document type.

Before You Start

Here are a few things to know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• Attachments can't be larger than 6MB per file, and 20MB total across all attachments on one email. Please check out this article to learn more about attachments.
• Invoices, estimates, and payment receipts let you add or remove recipients each time you resend them. Credit memos and refunds don't work this way. Their recipients are locked in as soon as the document is created, so it's worth double-checking the list before you save.

About Email Deliverability 

97.4% of all emails sent from ServiceCore are delivered successfully. If you discover that an email didn't make it to your customer, keep the following in mind:

• Check that the email address is spelled and formatted correctly.
• Ask your customer to check their spam or junk folder.
• Avoid "spammy" language in notes or disclaimers that might appear in the email. This includes ALL CAPS, multiple exclamation points, and trigger phrases like "free," "best price," and "no obligation."

How Customer Emails and Accounting Emails Are Related

Email addresses on a customer's details page fill in by default when you create a new invoice, estimate, or payment for that customer. You can add, remove, or keep those emails right on the form.

Changing a customer's email address on their customer details page won't update any invoice, estimate, or payment that already exists. It only affects new ones you create going forward. To update a document that's already been created, you'll need to edit that specific record.

Please check out this article to learn more about editing a customer.

When to Add Email Addresses 

Here are a few scenarios where you might want to add or remove email addresses on a document:

• Adding an Email to a Single Document: An outside party, like the health department, may need proof of one specific job without getting a copy of every invoice for that customer. Add their email just to that one document.
• Adding an Email to the Customer's Details: If a customer wants every email to reach a second address, like their bookkeeper, save that address to their customer details page so you don't have to re-type it each time.
• Adding a Customer Contact's Email: If a customer occasionally needs a copy sent to a specific contact, but not always, add that contact to the customer record so you can pull their email in when needed instead of saving it permanently.

Email an Invoice 

You can add or remove recipients when you first create an invoice, and again anytime you resend it later. If you change a customer's "Preferred Communication" setting while creating or editing an invoice, for example switching from "Print" to "Email", you'll see a pop-up asking if you want to save that as their new default. You won't see this pop-up if you keep their existing preference as-is.

There are 2 ways to email an existing invoice:

1. From the Invoices list. 

   
   
    

2. From the invoice's details page. 

   
   

To email an invoice, just follow the below instructions:

1. Click "Email Invoice" next to the invoice, or from the actions drop-down on its details page. (See above screenshots.)
2. Add or remove email addresses as needed.
3. Click "Send Email".

Email an Estimate

You can add extra email addresses right on the form if you're creating an estimate for a new customer. If you're using an existing customer, the email field pulls in whatever's already on file for them. This email gives your customer a link to view and approve the estimate online, including agreeing to your terms and conditions. Make sure you're sending it to the person who should be approving it.

Once the estimate exists, you can update its recipients anytime you resend it.

There are 2 ways to email an existing estimate:

1. From the Estimates list.

   
   
    

2. From the estimate's details page.

   
   

To email an estimate, just follow the below instructions:

1. Click "Email Estimate" from the three-dot menu, or from "Estimate Actions" on its details page. (See above screenshots.)
2. Add or remove email addresses as needed.
3. Click "Send Email".

Email a Credit Memo

You can add or remove recipients when you first create a credit memo. You can’t add additional emails during the email process, so it's worth confirming the list is correct before you try to email to multiple addresses. If you change a customer's "Preferred Communication" setting while creating or editing  a credit memo, you'll see the same pop-up described above for invoices, asking if you want to save that as their new default.

There are 2 ways to email an existing credit memo:

1. From the Credit Memos list.

   
   
    

2. From the credit memo's details page.

   
   

To email a credit memo, just follow the below instructions:

1. Click "Email Credit Memo" from the three-dot menu, or from the actions dropdown on its details page. (See above screenshots.)
2. Confirm the recipients listed.
3. Click "Send Email".

Email a Payment Receipt

When you record a payment, you can check the box to send a receipt and enter the email addresses it should go to. You can also resend a receipt later to different addresses.

There are 2 ways to email an existing payment receipt:

1. From the Payments list. 

   
   
    

2. From the payment's details page. 

   
   

To email a payment receipt, just follow the below instructions:

1. Click "Email Receipt" next to the payment, or from the actions dropdown on its details page. (See above screenshots.)
2. Add or remove email addresses as needed.
3. Click "Send Email".

Email a Refund

You can add or remove recipients when you first create a refund. You can’t add additional emails during the email process, so it's worth confirming the list is correct before you try to email to multiple addresses.

There are 2 ways to email an existing refund:

1. From the Refunds list.

   
   
    

2. From the refund's details page. 

   
   
    

To email a refund, just follow the below instructions:

1. Click "Email Refund" next to the refund, or from the actions dropdown on its details page. (See above screenshots.)
2. Confirm the recipients listed.
3. Click "Send Email".

Frequently Asked Questions (FAQs) 

These FAQs address common questions and quick clarifications to help you use this feature with confidence.

Does the "Email Queue" under the "Accounting" tab show everyone's emails that are queued, or just the ones I added?

The "Email Queue" only contains emails you added to the queue, and only for your current login session. It gets wiped out if you log out of ServiceCore.

If your coworkers need to send emails, they'll need to log into their own account and build their own queue. Email queues aren't shared across users, and don't combine emails from everyone on your account.

Will my customer see every email address I sent a document to?

No. Each recipient receives their own copy of the email and can't see who else it was sent to.

What happens if I remove all the email addresses before sending?

You won't be able to click "Send Email" until at least one address is entered. This applies to invoices, estimates, and payment receipts, since those are the only document types where you can edit recipients before sending.


If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!