How do I email invoices in bulk from a billing cycle?

You can email multiple invoices to their billing contacts at once after generating your invoices for a billing cycle and marking them as sent.

Note that you must export the invoices to an AlayaCare standard invoice format before you can email them in bulk. Bulk invoice emailing and invoice email tracking is not supported for other invoice formats. However, you can continue to email individual invoices in other formats using the old method of emailing invoices.

Step 1: export the PDF invoices

Once you have generated your invoices for a billing cycle, select Export all to create the PDFs for the invoices you wish to email in bulk. You must complete the export step before you can email the invoices.

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 PDF template. Note that the format must be set to PDF.  

Next, select whether you wish to export draft invoices only, sent invoices only, or draft and sent invoices.  

Note that in the context of exporting and downloading PDF invoices, sent includes all invoices in a post-send status, meaning paid  and  written off  invoices as well as  sent  invoices. 

When you are ready, click Export. 

After the export background job has completed, the invoice filename will appear as the invoice number followed by the timestamp. To view the PDF before emailing, click the filename to download the invoice.  

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 can then choose whether you wish to download the invoices as a single PDF file or as a zip folder containing each invoice as individual PDF and select whether you wish to download draft invoices only, sent invoices only, or draft and sent invoices.  

⚠️ Please note that the "Download PDFs" icon is not available by default, and must be requested and enabled on the backend. Please contact your client experience representative to request this feature.  

Step 2: email the PDF invoices 

After exporting the PDF invoices, select the Email PDFs button. 

In the dialogue, enter the custom message that you wish to include in the email to the billing contacts. 

If you wish to ensure that the email is sent to all recipients in either French or English, use the Email language override field to select the desired language. If Default is selected, the email will be sent in the language set as the billing contact’s preferred language on the client or contact’s profile.  

Click Confirm to send the emails. Note that only invoices in sent, paid, or written off status that have been exported to an AlayaCare standard PDF invoice format will be emailed. 

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 funder individual type funders. If the contact does not have a valid email address, the invoice email cannot be successfully sent.  

If an invoice has been successfully emailed, an Email ID will be displayed in the invoice list. Note that email IDs are only available when sending AlayaCare standard invoices. This information is not available for individual invoices in other formats emailed from AlayaCare using the old method. 

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. Note that it is not currently possible to resend individual emails from this page. 

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. Verify that the email address for the billing contact is valid and was entered correctly.