Once you have created an invoice for your customer, you can email the invoice to them through Patriot Software. Be sure that you have added each customer’s email address to their “Info” tab in their customer record before sending invoices by email. You can also email a credit after you have issued a credit to your customer.
Customizing Your Customer Email Template
Before you send an invoice via email, you can customize the email template that you’ll use to email each customer. Go to Settings > Accounting > Email Preferences.
Not sure what to say when sending an invoice via email? Check out our blog posts about creating invoice payment terms that could help your cash flow.
There are two templates to choose from at the top of the page:
- “Invoice Email Settings” will be used when you email invoices to your customers.
- “Credit Memo Email Settings” will be used when you email a credit to your customers.
You can insert “data tags,” which are standard pieces of information from the invoice, into the subject line and body of your email. The default template already uses the following data tags, and you can remove or change where they appear in your email:
- Customer Full Name
- Customer First Name
- Customer Last Name
- Invoice Number (or Credit Number)
- Invoice Date (or Credit Date)
- Invoice Due Date
- Invoice Amount (or Credit Amount)
- Company Name
Your Email Address
Your email address will be who the email is being sent from. By default, this will be the email address on record in your Patriot account. You can change this, if needed. You won’t be able to insert any data tags here.
You can customize your email subject line, and insert any data tags by placing your cursor in the location that you want to insert, and click the data tag from the menu above.
You can customize your email message and use any of the data tags. Insert a new data tag by placing your cursor in the location you want to insert the tag. Then click the data tag you want to insert. Be sure that you leave a space in front of and/or after the data tag so that it formats correctly in the email.
Emailing an Invoice to Your Customers
After you have created an invoice for your customer, you will see a confirmation page with links to various actions for this invoice. Click “Email Invoice.” You can also select this action from Accounting > Reports > Receivables Reports > Invoice Listing Report.
You will see a preview of the email to be sent to your customer, which will use the format you had set up in the Email Preferences. Be sure the customer’s email address is correct, and the rest of the information is correct. A PDF document of the invoice will be attached to the email.
You can still customize this particular email, if needed. When you are ready to send, click “Send Email.” An email will immediately be sent to your customer with the invoice attached. Here’s how the email will look to your customer:
These invoice emails will be sent by Patriot Software’s email servers, so they will not appear in your own personal “Sent Items” email box. The emails will be sent to your customers from the address “invoices@PatriotSoftware.com.” If your customer replies to the email, the “reply to” email will be your email address that you entered in your Email Preferences, or customized on the Email Preview page. So you will receive any replies from your customer for this email.
This type of cover letter for enclosing with the goods & materials to be dispatched for delivery to the customer clients, along with the invoice & other transport & octroi related challans etc. this would mostly include the description about the goods in quantity, rate, any purchase reference number & like details as may be prudent for the business line.
Mr. Joseph Shrivastava,
M/s Hi Fi Menson Corporation,
Near Shivaji Park,
Dadar Link Road.
20th Sept’ 2010.
Subject: Details of Invoice Cover Letter.
Reference Order Number: Pur/5648/2010.
Dear Mr. Shrivastava,
Sir, with warm regards enclosing herewith the materials lot delivered by National Transport Services as against your purchase request dated 12th Sept’ 2010 for quantity of raw materials etc. the description of the said materials is as 200 pieces soft toys products at the best recommended prices exclusive of taxes & duties.
Further, I am hoping to receive the same materials in good & sound condition. Please do ensure to check the materials delivered to satisfy for any damages if caused any in the transit. Please ensure to make the balance payment at the earliest only after having received the aforesaid goods in good state. Looking forward for our services to be extended for our esteemed customers like you in the future.
Filed Under: Cover Letter