Send invoices in bulk by email

Disclaimer

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

If you have specified in the Sales Settings that all sales invoices should be sent by email or where possible by email and you process multiple invoices at the same time, they will be automatically sent by email to your customer (provided he or she has an email address ) and then processed in your administration in Yuki.

To check and/or change the set default sending method of your sales invoices, click the Settings icon in the navigation bar and then click on Sales settings in the now-opened screen. Under Invoice delivery, in the Sending method field you will find the set sending method.

The accompanying text sent with the e-mail can be customised in the default invoice layout. This can be found in the Sales settings under Invoice layouts.

TIPS!

• When sending invoices by email, always check whether the login details (username or password) that give access to the SMTP server (which handles the e-mail) are correct. If not, the following error message may appear: " Check your username and/or password.535 5.7.8 Error: authentication failed: authentication failure ]"..
  This message also appears when you use two-step authentication. This is not supported from Yuki when sending email. In that case, the mail server settings should be cleared so that emails are handled by Yuki's server..
• The invoices sent can be found in the 'Invoice history', 'Activity log' and 'Bulk activity' overviews.

  The sent email with the specific sales invoice can be found by opening the original sales invoice and then clicking on 'Sent emails'.

Hover your mouse over the Sales icon in the navigation bar, click on Invoices and then, in the now-opened screen, select the Invoices ready to be sent work list.. 

The following screen is opened:

TIP!

To check whether the sending method 'Email' is entered for all customers and the e-mail address is correct, add the columns Sending method and Email respectively to this work list by clicking on the Column selection button.

Select all invoices you want to send by email to your customers. 

TIP!

By clicking on the checkbox in front of the Type column header, Yuki selects 50 sales invoices to send by default. If the number of sales invoices you want to send exceeds 50, then select all sales invoices to be sent by clicking Select all (number).

You undo the selection of all sales invoices to be sent by clicking on Undo selection.

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, an email is sent by Yuki to the user who processed the invoices in bulk.

In addition, a notification appears as an open question in the PO Box. The email and the notification both contain a link to a so-called PDF collection file containing all invoices sent.

The name of the PDF file is 'Sales invoices print file [date] [time'].pdf'.

TIP!

This PDF collection file is also saved on the (all) tab in the Sales folder.

Each customer receives an e-mail with the sales invoice attached in PDF and XML format.