Send invoices in bulk by email

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

If you have configured the Sales settings to send all sales invoices via email (or via email whenever possible), they will be automatically sent to your customers when you process multiple invoices at once. This applies provided that an email address is available for your customers. 

The invoices are then automatically processed in your administration within Yuki.

Each customer receives an email with the invoice attached in both PDF and XML formats.

Change default sending method

To check and/or change the default shipping method for your sales invoices:

• click on the Settings icon in the navigation bar
• in the now-opened screen, in the Sales section click on Sales settings
• find the default sending method under Invoice delivery in the Sending method field.

Change the email body text

To change the text included in the email:

• click on the Settings icon in the navigation bar
• in the now-opened screen, in the Sales section click on Sales settings
• under Invoice layouts change the default invoice layout.

TIPS!

• Make sure the login credentials (username or password) for the SMTP server (which handles email) are correct. If the credentials are incorrect, the following message will appear: “Check your username and/or password. 535 5.7.8 Error: authentication failed: authentication failure.”.

• Yuki does not support two-step authentication for email sending. Clear the mail server settings so that the Yuki server can handle the email.

Access to invoices ready to be sent

To access:

• click on the Sales icon in the navigation bar
• click on Invoices
• then, in the now-opened screen, select the Invoices ready to be sent work list.

Invoices ready to be sent work list

Tips for efficiency

• Add the Sending method and Email columns to verify that the 'Email' sending method is selected for all customers and that their email addresses are correct.
• Use the checkbox in the Type column header to select 50 sales invoices to send by default.
• Then, if required, click on Select all (number) if more than 50 sales invoices need to be sent.
• Click on Undo selection to clear the invoice selection. 

Process and send invoices in bulk

Follow these steps to process and send invoices in bulk:

• select all invoices you want to send by email to your customers.
  
  
  
• click on Process at the top of the screen to process the sales invoices in the administration and send them by email to your customers.
  
  The following screen is opened:
  
  
  
• click on the Process button to process the sales invoices in the administration and actually send them by email.
  
  While processing the sales invoices, the following message appears on the screen:
  
  

After processing invoices

Yuki sends an email to the user who processed the invoices in bulk. In addition, a notification appears as an outstanding question in the PO Box. 

Both the email and the notification contain a link to a PDF summary file that includes all sent invoices. The name of the PDF file is ‘Sales Invoices Print File [date] [time].pdf’ and can be printed if required.

TIP!

This PDF summary file is also saved on the (All) tab in the Sales folder.

The processed invoices can be found in the Invoice history, Activity log and Bulk activity overviews. 

The sent email containing the sales invoice can be viewed by opening the original sales invoice and clicking on Sent emails.