Emailing Invoices

← Distributing Invoices

By default, JustOn supports the distribution of the generated invoice files – usually, the invoice PDF and the e-invoice XML – via email. For information about what is contained in the email, like subject, text body, etc., see Email Contents. For information about the attached invoice files, see Email Attachments.

There are two options for manually¹ emailing the invoices:

• sending all or selected invoices from the Invoices list in the invoice run view or the Invoices tab, or
• sending an invoice individually from its detail view.

Info

Be aware of the following specifics:

• For an invoice to be considered in the email distribution, the checkbox Email Invoice must be selected.
• Unless triggered manually, the emails are not sent immediately. Instead, JustOn queues the emails and sends them at 03:00 every day by default.

Email statuses

Sending emails from JustOn

JustOn stores the email distribution status in the field Email Status on the invoice or statement. There are the following statuses:

Email Status	Description
Unsent	The default status: the email has not been sent yet.
Queued	The email is put in the queue for being sent by the corresponding job. Is set either after a user has clicked Send.
Sent	The email has been successfully sent by the email job.
Error	The email has not been sent because of an error. The error message is written to the field Email Error. The email job tries to resend the invoice email on its next run.

Additional email attachments

During the generic invoice run, JustOn can link documents that are associated to (parent or child) source records with the resulting invoice record. If there are Content Version types defined for the relevant documents and these type are included in the field Email File Types (see Email Attachments), the linked documents are attached to the invoice upon distribution (emailing, etc.) and sent to the corresponding recipient.

To allow a fine-grained control over which (of possibly multiple) documents are linked with the invoice, the setting is made using a checkbox on document basis. If required by your business case, make sure that the intended documents are selected accordingly.

For details, see Propagating Associated Documents.

When selecting attachments, be aware of the email size limit imposed by Salesforce. If set up accordingly using the option Include as attachment up to Salesforce email size limit or as links if more, the maximum size of attachments per email is 25 MB. If the attachments exceed this limit, they will be sent as HTML links.

Sending Multiple Invoices

1. Navigate to the Invoices list in the invoice run view, or open the Invoices tab and select an appropriate list view.

   The list view Recently Viewed does not display the Send button.

2. On the Invoices tab, select the checkboxes next to the invoices you want to send, or leave all checkboxes unmarked to include all listed invoices.

3. Click to open the action menu, then select Send.

4. Optionally, specify the additional distribution options.

   • BCC me: If selected, sends a blind carbon copy to the current user.

   • Send the emails immediately: If selected, sends out the emails immediately.

     If left unselected, JustOn queues the emails and sends them using a scheduled job (at 03:00 every day by default).

5. Click Continue to confirm and complete the operation.

   This sends the selected, or all, respectively, invoices to all accounts that have an invoice email recipient defined.

Info

In case you must resend multiple invoice emails, make sure to reset the email status to Unsent before trying to send them again.

Sending Single Invoice

1. Navigate to the Invoices list in the invoice run view or open the Invoices tab.
2. Click the number of the invoice you want to send.

3. Click Send.

   For draft invoices, you are prompted the option to finalize the invoice. If you do so, be aware that JustOn Billing & Invoice Management will create and attach the e-invoice XML if set up accordingly without providing the option to deselect it. If the e-invoice creation fails, the software will write an error message to the invoice field Email Error and not send the email.

4. Click Continue.

5. Edit the email details as necessary.

   The email is pre-populated with the configured email contact (if available) and the contents as defined in the template (see Email Contents). Be aware, in addition, that in draft invoices, the subject and email body include placeholders, which will be replaced with actual values during the finalization.

6. Optionally, deselect pre-selected attachments or select additional attachments.

   If you deselect mandatory attachments, JustOn Billing & Invoice Management will display a warning, but you can still proceed to sending the email.

7. Click Send or Finalize and Send.

   Send

   This sends the current invoice immediately to the specified recipients without modifying it. Draft invoices will not be finalized, and placeholders will not be replaced.

   Finalize and Send

   This displays a dialog prompting you to confirm or abort the operation.

   Clicking Finalize and Send will start the invoice finalization and then send the finalized invoice to the specified recipients.

   Clicking Back will return you to the Send Invoice via Email page.

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1. For an invoice email to be sent automatically on finalization, you must add and select the checkbox AutoSend (see Email Auto Send). ↩