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How to email invoices to your clients automatically

Turn on invoice delivery so approved invoices go straight to your client's billing email without anyone having to send them.

Chasing invoices out of the door is one of those small jobs that quietly eats into the week. Every invoice has to be sent by hand, and if somebody is off or busy, the client waits longer to be billed and you wait longer to be paid.

Invoice Delivery removes that step. When it is switched on for a client, their invoice is emailed automatically as soon as it is raised and approved, using the billing email you already hold for them.

 

Before you begin

  • You need access to the Clients area of Agency Accelerator.
  • Check the client has a Digital billing Address on their billing profile, because that is where the invoice is sent. If nobody is listed, nothing can be emailed.
  • This setting is off unless you turn it on, which means invoices carry on being sent manually until you change it.

 

Turning automatic delivery on

  1. In the left hand menu, select Clients.
  2. Find the client using Search Text on the right of the screen, then select their card.
  3. Open Billing Information for that client and stay on the GENERAL BILLING INFORMATION tab.
  1. Check the Digital billing Address field. This is the email address the invoice will go to. Select ADD ANOTHER EMAIL ADDRESS if more than one person needs a copy, for example a finance inbox as well as a manager.
  2. Scroll down to the Invoice Settings section.
  3. Under Invoice Delivery, tick Send invoice automatically after approval.
  1. Select Save at the bottom of the page. If you are setting a new client up for the first time, this button reads Continue.

 

What changes once it is on

With the setting ticked, the invoice is emailed to the client's billing email as soon as it has been raised and approved. Nobody needs to send it.

With the setting unticked, which is how every client starts, invoices are not emailed as they are raised. They sit waiting to be sent manually, exactly as they do today.

Turning the setting on does not change how invoices are produced or approved. It only changes what happens at the point they are ready to go out.

 

Setting it differently for a particular site

The setting applies to the whole client. If one of that client's sites has its own billing arrangement, you can give it a different setting under the CUSTOM BILLING INFORMATION tab, and that site will follow its own choice rather than the client level one.

This is useful where a group has one head office that wants everything emailed automatically and one site that prefers invoices to be checked before they go out.

 

If something looks wrong

  • Your client says they are not receiving invoices. Check the Digital billing Address on their billing profile is correct and still in use, and ask them to look in their junk folder. It is also worth checking whether the site involved has its own custom billing with the setting switched off.

  • You cannot find the setting. Make sure you are on the GENERAL BILLING INFORMATION tab and scroll down to Invoice Settings. It sits on the left, under the heading Invoice Delivery.

  • Your change has not stuck. The setting is only stored once you select Save, or Continue while creating the client. Reopen the client and check the box is still ticked.

  • An invoice raised earlier has not been sent. Turning the setting on affects invoices approved from that point onwards, so send anything already raised in the usual way.

     

If something still does not look right, get in touch with the Care Hires support team with the client name and the invoice you were expecting to go out.