Work 365

Sending the Work 365 Invoice

74 views April 24, 2020 June 30, 2020 0

Once an invoice is generated in Work 365, the invoice can be sent to the end-user directly. There are two methods of doing this: automatically and manually. To see the invoice email templates see Work 365 Email Templates.

Automatic Invoice Send:

To send the invoice to a customer from Work 365, a Primary Billing Contact must be added to the Billing Contract form. When the invoice is sent, it will send to this contact by default. Note additional invoice recipients can be added to the Secondary Billing Contact as well as the Additional invoice recipients fields.

Within the Billing Automation section of the Billing Contract, the Auto Send feature must be set to yes for generated invoices to be sent from Work 365.

  • The email send will follow the contact preferences defined on the billing contract. Note: the sender of the email will be cc’d to confirm the email is sent.
  • For default attachments to be added automatically, refer to the Work 365 Email Templates (bottom of page).
    • Note: CSV files, created from consumption provided on the subscription record, will not be automatically included in the invoice send. To include the csv file, users can use the manual send feature on the invoice record.

Manually Sending Invoices:

Generated invoices can also be manually sent to the customer. Ensure the Billing Contract has a Primary Billing Contact as stated previously.

    • Open the invoice on the billing contract
      • Work 365 button drop-down
    • Open the invoice record on the billing contract. Send invoice

    • This email template will open up:

    • If an invoice was automatically generated by Work 365, it will attach a PDF of the invoice template. When sending the invoice manually, the system will automatically include the same PDF attachment to the email send (see “Send Existing PDF” is checked off).
      • Note: If an invoice is manually generated by Work 365, users will be able to select the invoice template which will determine the PDF invoice template in the email.
        • To determine a default invoice template which will be used when an invoice is generated, update the invoice template Configuration Settings.
        • An Invoice Template can also be specified per billing contract.
    • The email send will follow the contact preferences defined on the billing contract. Note: the sender of the email will be cc’d to confirm the email is sent.
    • Additional attachments can also be added to the email. For default attachments to be added automatically, refer to the
    • Work 365 Email Templates (bottom of page).
      • Note: CSV files, created from consumption provided on the subscription record, will not be automatically included in the invoice sent. To include the CSV file, save the file and manually add it as an additional attachment to the invoice send.
    • If the Work 365 Payment Processor is set up, a PayNow link can be added to the email send as well. When the customer receives the email, they will be able to pay and view the invoice by clicking the PayNow button. For more details on this, see Customers Paying Invoices using PayNow.
    • From: The default from alias listed is defined be the default email template in Work 365.

Bulk Sending Invoices:

Effective v3.1 of Work 365 users can bulk send invoices to multiple different customers. To Bulk Send invoices go to Work 365 > Billing and Invoicing > Invoices > Select the invoices which will be sent > Hit Send.

 

 

A confirmation popup will populate.

The invoices will be sent in bulk. Note: the email template used for the bulk sending of the invoices is the Auto Send Invoice email template. See Work 365 Email Templates for details.

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