Send invoices in e-mail

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 only.

If you use Microsoft Office Outlook, you can send invoices to customers in e-mail. Use one of the following methods:

  • Incorporate the invoice in the message body.

 Note   You cannot incorporate a voided invoice in the message body because the VOID stamp disappears. Instead, use one of the attachment options.

  • Add the invoice to the message as a Microsoft Office Word attachment.
  • Add the invoice to the message as a Portable Document Format file (PDF) attachment.
  • Add the invoice to the message as an XML Paper Specification (XPS) attachment.

You can send one invoice, or you can send multiple invoices at once.

Before you begin

 Important   *When you send multiple invoices at once, you cannot modify the documents during the send operation. We recommend that you customize the document forms — for example, replace placeholders with your own company logo and slogan — before you begin sending e-mail.

ShowCustomize document forms

Microsoft Office Accounting 2008 uses Office Word templates to format transaction documents and other forms when you send them in e-mail. These templates contain placeholder elements for such things as your company logo and company slogan. Before you send transaction documents in e-mail, it's a good idea to modify the ones you want to use to suit your company needs.

ShowModify a template

  1. On the Company menu, click Manage Word Templates.
  2. In the Manage Microsoft Office Word Templates dialog box, in the Template types list, select the type of form you want to edit: invoice, sales order, quote, customer credit memo, customer statement, or purchase order.
  3. In the Templates list, click the name of the template that you want to edit.
  4. Click Modify to open the template in Word.
  5. Make changes to the template to suit your needs.
  6. When you are finished, save the document with a new name.
  7. Click Close Button image.
  8. In the Manage Microsoft Office Word Templates dialog box, click Close.

ShowCreate a custom template

  1. On the Company menu, click Manage Word Templates.
  2. In the Manage Microsoft Office Word Templates dialog box, in the Template types list, select the type of form you want to create: invoice, sales order, quote, customer credit memo, customer statement, or purchase order.
  3. Click Create.
  4. In the Create New Microsoft Word Template dialog box, type a name for the template that you are creating.
  5. To open the template as a blank Word document, click Create.
  6. Create your custom form. For more information, see Customize Microsoft Office Word templates.
  7. When you are finished, save your document.
  8. Click Close Button image.
  9. In the Manage Microsoft Office Word Templates dialog box, click Close.

For more information, see Customize Microsoft Office Word templates.

Send one invoice

  1. On the Customers menu, point to Customer Lists, and then click Invoices.
  2. Right-click the invoice that you want to send, point to E-Mail, and then click an option.
  3. In the Select Word Templates dialog box, select a template, and then click Select.
  4. In the e-mail message, do one or more of the following:
    • If no e-mail address is set up, enter an e-mail address. If the customer has a primary contact with an e-mail address, that address appears. If no primary contact is set up, the first available e-mail address appears.
    • If you want, edit the cover letter message.
    • If the attachment is a Word document, and you did not create a new template or modify the selected template, you can open the document and insert your company logo and slogan into the invoice.
  5. Do one of the following:
    • If you are sending the invoice as an attachment, click Send.
    • If you are sending the invoice in the message body, click Send a Copy.
  6. If you are sending the invoice in the message body and you want to keep the Word file, save it.

*Send multiple invoices

  1. On the Customers menu, point to Customer Lists, and then click Invoices.
  2. Select the invoices that you want to send by doing one of the following:
    • To select adjacent invoices, click the first one, and then hold down the SHIFT key while you click the last one.
    • To select nonadjacent invoices, select one, and then hold down the CTRL key while you click the others.
  3. Right-click one of the selected invoices, point to E-Mail, and then click an option.
  4. In the Select Word Templates dialog box, select a template type, and then click Select.
  5. In the E-Mail Templates dialog box, change the default message if you want to, and then click Send.

 Note   If the customer has a primary contact with an e-mail address, that address is used. If no primary contact is set up, the first available e-mail address is used. If no e-mail address is entered on a customer record, the e-mail message will not be sent.

Related topics

Manage Microsoft Office Word Templates dialog box: options and information
Create New Microsoft Word Template dialog box: options and information
Microsoft Office Word Templates overview
 
 
Applies to:
Accounting 2008