Send invoices by e-mail
Send invoices to the client by e-mail straight from QUANTICAL.ERP - connect the mailbox, preset subject and body, review drafts and attach the signed timesheet automatically.
Invoices of projects with the billing process Invoice dispatch go to the client by e-mail straight from QUANTICAL.ERP. Every invoice gets its own e-mail, and the timesheet is attached when the project's invoice file provides for it.
Connect the mailbox
Dispatch runs through an Office365 mailbox of your organisation. You set it up under Settings > Administration > Documents & Invoices in the Invoice Dispatch tab. Connect mailbox leads to the Microsoft sign-in, after that QUANTICAL.ERP sends all invoices from this account. The sent mails sit in the mailbox as usual. Check connection tests the access, Disconnect ends it.
Under Defaults you define what every draft contains:
- Default CC: addresses that automatically go in copy with every dispatch, for example your accounting department
- Subject and E-mail body: with the placeholders
{{leistungsmonat}},{{jahr}},{{auftragsnummer}},{{projektname}},{{kunde}}and{{rechnungsnummer}}. An empty placeholder drops out together with its separator, so a project without an order number gets no empty segment in the subject
QUANTICAL.ERP appends the Outlook signature of the mailbox automatically.
Send invoices
Select invoices
Tick the invoices you want to send in the invoice list. Sendable are invoices and cancellation invoices in status Created whose project is set to Invoice dispatch. The Send invoices button shows the number of marked invoices, without a connected mailbox it stays disabled.
Review the draft
The Invoice dispatch dialog works through the invoices one after the other. On the left are the Master data of the invoice and the Attachments, on the right the e-mail draft: To is the client's billing e-mail, CC the default addresses, Subject and body come from the defaults. Everything can be changed for this one mail. A click on an attachment opens the preview.
Send or skip
Send sends the mail and moves on to the next invoice, Skip leaves it out. The Queue at the bottom shows which invoice is open, sent, skipped or failed. After sending, the invoice is Sent, with today's sent date and the due date from the project's payment terms.
Timesheets as attachments
What is attached to the mail is decided by the project's Invoice File. The timesheets are the signed PDFs the employees uploaded in the month-end closing for the service month.
- Timesheet & invoice in one file: one PDF, the pages of the timesheet follow the invoice
- Timesheet & invoice as separate files: the invoice PDF and one timesheet PDF per consultant and project
- Only invoice: the invoice PDF
- Only timesheet: only the timesheets
- Nothing required: no attachments
If a timesheet is missing, the draft warns you with the consultant's name. You can still send, the mail then goes without this attachment. Which timesheets are in you see beforehand under Check timesheets.
Invoices with billing process Invoice upload or Credit note cannot be sent by e-mail. The dialog names the reason and skips them. With a collective invoice all projects of the client must carry the same billing details, otherwise dispatch is blocked as well.
Manage invoices and receivables
The invoice list in QUANTICAL.ERP as receivables management - status from Created to Paid, overdue invoices, editing invoices, locking hours and resetting a month.
Cancellation and correction
Cancel a sent or paid invoice in QUANTICAL.ERP - cancellation invoice with negative amounts, original invoice set to Cancelled and, if wanted, a new corrected invoice.