The Email Invoices window lets you verify or update email parameters before sending invoices to customers. This reference covers the fields and options available in the window.
The window's title changes depending on how you access it:
| Accessed from | Menu option | Window title |
| Batch Screen | Complete Batch | Complete Batch |
| Invoices tab | Bulk Actions > Email Invoices | Email Invoices |
| Invoice Screen | Email Invoice | Email Invoice |
Things to know
- The Includes Proposal(s) and Proposal Layout fields are only available when emailing a single invoice. They're not available for bulk email actions.
- All CC'd contacts receive emails for every invoice in the send, not just specific ones.
- You can insert context-sensitive tokens into the Email Subject and Email Body fields to include invoice-specific information such as property name, invoice number, and opportunity number. For more information, visit the Insert expandable tokens article.
- The default values for Email Subject and Email Body are pulled from the Invoice tab of the Application Configuration screen, Region screen, or Branch screen. Branch-level values take precedence over region, and region takes precedence over system level.
- Attachments are limited to 10 files per save.
Reference table
| Field / Item | Description | Behavior / Notes |
|---|---|---|
| To | Determines which contacts receive the invoice email. Options: Email Invoice Contact (default), Property Billing Contact, Primary Contact. | You can select any combination of options. Aspire sends the invoice to the selected contacts based on the property contacts associated with each invoice. Editable for both single and bulk email actions. |
| CC (contacts dropdown) | A dropdown for selecting contacts to CC on the invoice email. | All selected CC contacts receive emails for all invoices in the send. |
| CC (email address field) | A text field for entering non-contact email addresses to CC. | Separate multiple addresses with a semicolon. All entered addresses receive emails for all invoices in the send. |
| Attach Layout | A dropdown for selecting the invoice format used for the email attachment. | Determines the layout of the invoice PDF that recipients receive. |
| Proposal Layout | A dropdown for selecting the layout used to generate proposal attachments. | Only available when emailing a single invoice. For proposals previously printed or emailed from the Opportunity screen, this selection is ignored and the original format is used instead. |
| Template | A dropdown for selecting an email template to apply to the window. | For more information on email templates, visit Using Email Content Templates. |
| Includes Proposal(s) | A checkbox that determines whether proposals associated with opportunities on the invoice are included as separate attachments. | Only available when emailing a single invoice. When cleared, proposals aren't included in the email. |
| Email Subject | The subject line of the invoice email. | Pre-populated based on branch, region, or system-level settings, in that order of precedence. Select the magnifying glass icon to insert an expandable token. |
| Email Body | The body of the invoice email. | Pre-populated based on branch, region, or system-level settings, in that order of precedence. Select the field to open the rich text field (RTF) editor. You can insert expandable tokens to include invoice-specific information. |
| Attachments | A file upload area for adding attachments beyond the invoice itself. | Limit of 10 files per save. Select View Uploaded to see attachments already added. All attachments are sent with every invoice in the send. |
| Email Invoices list | A list of all invoices for which an email will be sent. | When accessed from the Batch screen, the list only includes invoices for properties with invoice email contacts. When accessed from the Invoices screen, all selected invoices are listed, even if the property has no invoice email contacts. |
| Email Recipients column | In the Email Invoices list, displays the specific email addresses for each invoice based on the To and CC field values. | Updates interactively as To and CC values change. |
| Send button | Sends the invoice emails. | If accessed from invoice batch completion, any print invoices display as PDFs and the batch completes. |
| Cancel button | Closes the window without sending. | If accessed from invoice batch completion, the batch does not complete. |