You can email multiple invoices to their billing contact after generating your invoices and marking them as sent/confirmed.
Note that you must export the invoices to an AlayaCare standard invoice format before you can email them. Bulk invoice emailing is not supported for other invoice formats.
Once you have generated your invoices in a billing period, select Create PDFs. You must complete this step before you can email the invoices.
Next, click to select which invoices you wish to generate as PDFs. Then select Create PDFs.
In the dialogue, select either AC Standard Invoice or AC Standard Invoice with Summary Page depending on whether you wish to create invoices using the single-page or multi-page standard template.
Check the box next to Regenerate existing exports if you wish to recreate any PDF invoices that have been changed since they were last exported.
Click Export to create the PDFs.
After the background job for creating the PDFs has completed, the invoice filename will appear as the invoice number followed by the timestamp. If you wish to view the PDF before sending, click the filename to download the invoice.
Note that if you are not emailing the invoices from AlayaCare but wish to download multiple PDF invoices to print or distribute, you can select Download PDFs.
You will then be able to select which invoices you wish to download and choose whether you wish to download the individual invoices as one PDF file or as individual files in a zip folder.
Step 2: email the PDF invoices
After creating the PDFs, select the Email PDFs button.
Next, click to select which invoices you would like to email and then select Email PDFs. Note that you can only email invoices in sent (confirmed)*, paid, or written off status.
In the Email PDFs dialogue, enter the custom message that you wish to include in the email to the billing contacts in the comment box.
If you wish to ensure that the email message is sent to all recipients in either English or French, use the Email language override field to select the desired language. If Default is selected, the email message will be sent in the language set as the billing contact’s preferred language on the client or contact’s profile.
Check the box next to Resend emails if you wish to resend any invoices select that have previously been emailed.
When you are ready, click Confirm to send the emails.
Keep in mind that the email address used for each invoice will be the email address set on the billing contact of the service, if the payor is a client individual funder, or the email address set on the funder for funders of type funder individual. If the contact does not have a valid email address, the invoice email will not be successfully sent.
Once an AlayaCare standard invoice has been successfully emailed, an Email ID will be displayed in the invoice list. Select the email ID to view more details about the notification sent from AlayaCare.
From here, you can view more information about the message, such as the email address the invoice was sent to.
If some invoices that should have been sent are missing an email ID, go to Dashboard>Background jobs and check the status of the invoice emailing background job. The missing email ID may be caused by a background job that has failed or was only partially successful.
Important note about billing terminology
Over the next few months, AlayaCare will be changing the term for finalizing an invoice and creating a sales transaction in the subledger from send to confirm in the new billing module. The invoice status sent will gradually be replaced with confirmed in order to avoid confusion over whether an invoice has been successfully emailed from the application with the introduction of bulk invoice emailing. During the transition phase, both words will be displayed in the interface to start familiarizing users with the new term. For example, in the new billing periods the invoice status sent is displayed as sent (confirmed) and the send action button will appear as send (confirm).