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Setting Up Customer Email Options

With a customer's record, you can specify whether the customer receives printed invoices or has invoices sent by email.

For each customer that receives invoices electronically, you can set up a default email message with fields from the invoice or customer record to the Subject or Body of the email message. When the message is generated, Brass Jacks Bookkeeper fills in the fields with the appropriate data from the invoice or customer record using whatever dynamic fields are included.

For information about defining invoice email messages for all customers, see Creating Default Email Messages for Invoicing.

To send invoices by email to a customer:
  1. From the Brass Jacks Bookkeeper workspace, click the Manage Customers icon.  
  2. In the Customer List dialog box, select row for the customer.
  3. Click Detail or double-click the row.
  4. In the Customer Detail dialog box, click the Invoicing tab.
  5. In the Produce Invoices As list, select either PDF File or Plain Text.
  6. Select the Send Invoices Electronically check box.
  7. In the To box, type the email address where you want to send this customer’s invoices.
    You can add more email addresses in the To box, if needed, by typing a semicolon (;) between the email addresses.
  8. To send copies to another email address, in the CC box, type an email address.
    You can add more email addresses in the CC box, if needed, by typing a semicolon (;) between the email addresses.
  9. Type the default Subject and Body text for this customer’s email messages.
  10. To add fields from the invoice and customer record, click the Insert the Dynamic Field button. Select a field from the list and click Copy. Then, click in the Subject or Body box where you want the field to go and press Ctrl-V to paste the field in the box.
  11. To attach other files to the invoice email messages, such as payment instructions or a privacy policy, click the Browse button. In the Invoice Email File Attachment dialog box, locate and select the file to attach and then click Open. Verify that the correct file is indicated in the Additional Attachments box.
    If you attach more than one file, separate them with a semicolon (;).
  12. To define the file name for any attached invoices, in the Invoice File Name Format box, insert fields and include text.
    It’s best to use only numbers and letters for the text in the file name to prevent errors during file creation. For more information about acceptable characters, click the About the use of special characters link in the dialog box.
  13. To preview how the email message will look, click Preview. Review the message and click Close.
  14. Make any necessary change and repeat step 13 until the preview is correct.
  15. Click OK.