Providing electronic copies of invoices to clients reduces postage costs and facilitates faster payment. One way to accomplish this is by creating an email with a link to the invoice in eHub.
Note: You can send a customer email that contains a link to eHub and includes an automatic login. The email does not contain the invoice itself, rather is just a notification with a link. In eHub, the customer can click and view a .pdf copy of the invoice.
To Set Up Invoices for eHub (CSS)
- Select the default eHub Invoice E-mail Template to use in the Invoice Information Setup screen, which is accessible from the SYS: Company Setup screen or the Job Master File (Accounting Info tab).
- Double-click the Invoice Information field to display the Invoice Information Setup screen.
- Double-click in the eHub Invoice E-mail Template field to open the E-mail Template screen. For information on how to set up E-mail Templates, see SYS: E-mail Templates.
- You can specify a different E-mail Template to use at the job level by specifying Special Invoice Information on the Job Master File (Accounting Info tab). If Special Invoice Information is used in the Job Master File it will override the default settings on the Invoice Information screen.
- Add Contacts and e-mail addresses to the Job Master File (Contacts tab).
- 4. In the Customer Master File (General tab), indicate the delivery option for Invoices to be either Print and/or E-mail or E-mail Only.
- Then, in the Contacts tab of the Customer Master File, select the Send E-mail check box for the Customer Contact or Contacts who should receive the e-mail with the eHub link.
- When the Send E-mail check box is selected, the Communications grid for the selected Contact displays. The Type field automatically populates with 'Invoices'.
- Choose E-mail eHub Link for the Delivery Method.
- If you want the Contact to receive e-mail links to invoices for all jobs they have permission to see, with a few exceptions, choose All, Except... in the Jobs column of the Communications grid. Then, enter the jobs you do NOT want the contact receiving e-mail links to invoices for in the All Jobs for Invoices Except... grid. This works best for those Contacts who should have access to Invoices for most of the jobs they have permission to view in eHub.
- If you want the Contact to receive e-mail invoices for only one or a few jobs, choose None, Except... in the Jobs column. Then, enter the jobs you DO want the Contact receiving e-mail links to invoices for in the No Jobs for Invoices Except... grid. This works best for Contacts who should have access to Invoices for just a few jobs they have permission to view in eHub, but not all or even most of them.
- Invoices can be individually processed from the Invoice Entry screen or from Invoice Processing. Please see those topics for further information on how to process Invoices.
- Stored PDF copies of Invoices invoices can be accessed from the AR: Invoices (Attachments tab). These are what eHub users will have access to via the eHub Invoices screen.
- For eHub customers, PDFs are created and stored for ALL invoices, regardless of whether the PDF is being e-mailed.
Note: If the Print and/or E-mail option is selected, when an invoice is created, the invoice will print. If there are Contacts marked as Send E-mail, the invoice will be emailed as well. If the E-mail Only option is selected, when an invoice is created, a link to the file in eHub must be emailed. (You can also attach the invoice .pdf to an email and send.)
Example: In the example above, Holly Dana will receive e-mails with links to Invoices for all the jobs she has access to in eHub, except Job No. 10004.
To Provide eHub Access to Invoices (CSS and ESS):
To give your customers (Customer Self-Service) and job supervisors or other administrators (Employee Self-Service) access to PDF copies of Invoices in eHub, simply add the Invoices screen to the customer (CSS) or Supervisor/Admin (ESS) security group in the eHub tab of the SYS: Security Groups screen.
eHub users will only receive Invoice e-mails for the jobs they have permission to view in eHub.
The Invoices screen gives eHub users access to the stored PDF copies of Invoices in WinTeam that were created during Invoice processing.
For a Customer in CSS:
For an Employee in ESS:
See also Emailing AR Invoices and Frequently Asked Questions on Emailing AR Invoices.