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Invoicing - generating emails with PDF invoices

Invoicing – generating emails with PDF invoices

For membership, events, products and donations

Invoicing Settings

contactLINK - Orders, Invoices, Monies Settings menu

This displays this dialog box …

contactLINK - Orders, Invoices, Monies Settings - for Membership

From here you can set multiple options.

Body text options

  • When you select text (in Body text) you can format it using the pop up menu
  • If you type a web site with http:// or https:// it will automatically get converted into a live link (e.g. https://www.ITsorted.org.uk)
  • Similarly for mailto: followed by an email address (e.g. mailto:massimo@itsorted.org.uk)

 

Who do invoices get sent to for each organisation/member

  • Go to the contact
  • Click on Membership tab

If you leave this area blank the General Worker and General email for this contact will be used

Or you can override this and choose any worker and any email address linked to this organisation – as well as someone to Cc to.

contactLINK - Invoice workers and email addresses

 

Running the invoicing process

Stage 1 – choose member scheme / period to invoice / override ‘next invoice number’ if necessary …

contactLINK - Orders, Invoices, Monies Settings - for Membership - stage 1

 

Stage 2 – confirm invoice email options

Invoice email details get copied from ‘settings’ and you can overwrite them here, if needed.

  • When you select text (in Body text) you can format it using the pop up menu
  • If you type a web site with http:// or https:// it will automatically get converted into a live link (e.g. https://www.ITsorted.org.uk)
  • Similarly for mailto: followed by an email address (e.g. mailto:massimo@itsorted.org.uk)

You can also add an ‘extra PDF’ (as well as the invoice PDF) that will get attached to each email sent out.

Finally, you can ‘just display emails’ – allowing to choose whether or not, and when, to send

contactLINK - Orders, Invoices, Monies Settings - for Membership - stage 2

 

When you click ‘Next’ you will see this reminder …

contactLINK - Orders, Invoices, Monies Settings - for Membership - stage 2 - Outlook reminder

and you may see a warning similar to this …

contactLINK - Orders, Invoices, Monies Settings - for Membership - stage 2 - warning

The design/layout of the actual invoice is within contactLINK (within MS Access) – so please contact ITsorted if you need it modified …

contactLINK - Invoice report example

 

Final stage: choose which invoices to generate PDFs and email / which to ignore / which to just create PDFs

You can exclude any invoices already printed (see red outlines …)

There may be some warnings (in red)

contactLINK - Orders, Invoices, Monies Settings - for Membership - stage 3

 

And, for individual invoices, you can choose what to do with it by clicking on them …

contactLINK - Orders, Invoices, Monies Settings - for Membership - stage 3 detail

 

When you finally click the ‘Generate’ button, contactLINK will

  1. Create the required PDFs (and store them in a folder)
  2. Create emails for each marked invoice and either send them immediately or leave them open for you to send manually

contactLINK - Invoice email with attachment

 

The invoice PDFs get stored in the folder you identified in ‘Settings’ above.

As a record and so you can resend them if ever needed.

contactLINK - Invoice PDFs