Emailing AR Invoices

In order to send invoices by email:

  • You must have WinTeam version 5.2 or greater installed. Previous versions of WinTeam do not support this functionality.
  • You must download and install the Email Installation Engine. See Installing AR Email Engine.
  • Have access to your SQL Server with your WinTeam database. The Email Engine queries WinTeam for any newly created invoice to be mailed.
  • Have the ability to communicate to your SMTP mail server (or have access to the Internet if you are using an external email service).

For more information, please review Frequently Asked Questions on Emailing AR Invoices.

For training on related AR topics, such as how to enter and track customer information, create and print purchase orders, enter and print invoices, and more, please review the AR training webinar on Team University.

To set up for AR Invoices for Email

  1. Select the default templates to use for invoicing in the Invoice Information Setup screen.
  2. If you have created a special template to use for a specific Job, select it in the Job Master File (Accounting Info tab).
  3. Add Contacts and email addresses to the Job Master File (Contacts tab).
  4. On the Customer Master File (General tab) indicate how invoices should be delivered to the Customer in the Delivery Option field. The options include: Print and/or Email, Email Only, or Do Not Send.
  5. On the Customer Master File (Contacts tab) select the Send Email check box for each Contact to receive invoices via email. Contacts must have a valid email address.
  6. When the Send Email check box is selected, the Communications grid for the selected Contact displays. The Delivery Method will be Email PDF unless you are licensed for eHub. eHub users will have additional setup information, which is available in a separate document.
  7. When selecting Communication Information for the selected Contact, the choices are All, Except...or None, Except...
    Based on your selection, Jobs can be added to All Jobs for Invoices Except ... grid or No Jobs for Invoice Except ...grid.
  8. Invoices can be individually processed from the Invoice Entry screen or from Invoice Processing. This topic covers processing invoices from the Invoice Processing screen, but you will need to verify the Recipients in the Invoice Entry screen. Invoices are processed according to what is defined on the Recipients grid. The Recipients tab is initially populated with the Customer Contacts selected with 'Send Email'. You can add additional Recipients as needed. See Invoice Entry for detailed information.
  9. Attach any supporting information to the invoice in the Invoices (Attachments tab).

Your invoices are now ready for processing. See AR: Invoice Processing.