When generating PDF invoices out of Guardhouse, you can chose to email them directly out of Guardhouse, with either a bulk email template or an individualised template client by client.
To setup this functionality, you must first ask our support team or your Customer Success Manager to enable this functionality within your account.
To setup the bulk email overall, navigate to Organisation - Company - Invoicing - Email Setup:
Here you can add a default email to go out with all clients invoices. You can populate a default Cc, Bcc to also be sent a copy of the invoices as they are sent:
You can then add your Title (Subject Line), you can choose an 'Action Text', which will update as default based off of the invoice:
These can be; the Company Name, Customer Name, Amount Due, Contact First Name, Contact Last Name, Contact Full Name, Due Date or Invoice Number. These will update automatically dependent on the invoice being issued:
You can then add your default body of text to go out with the invoice:
In order for the invoices to be sent out of the system, the clients details must also be populated.
To populate these, go to Organisation - Customers - Invoice Profile:
You will then need to populate in the clients details; Company Name, Invoice Contact and their details, select the Invoice Type, Payment Terms and Invoice Tax Rate:
You will then need to populate in the 'Send E-mail Setup', of the clients email, default Cc, Bcc (if required). If you wish to use the default email across all clients, the setup will now be completed and you can send your invoice.
If you wish to send individualised emails with for each client, you will need to populate the email setup here, adding the Subject Line, any Action Text and the Body of the email:
To send the emails out of Guardhouse, create your invoices as normal and then in the invoicing page, select the invoices that you need to send out:
Press the gold 'Send' button that appears:
You can then check the invoices selected and their numbers and remove any if needed:
Default Cc and Bcc's can be seen by hoovering the curser over the email contact:
Then use the send button to issue the invoices and the invoices will show as sent in green:
