Attach Invoice PDF to Emails

In the realm of business communication, effectively emailing invoices and credit notes to customers is crucial. Various methods are available to accommodate different preferences and requirements, each with its own set of advantages and disadvantages. This document outlines the primary options for emailing invoices, allowing you to select a standard default method while also providing the flexibility to create customer-specific email templates for personalized communication.

There are three primary approaches you can take when emailing invoices and credit notes:

• Use the {ViewButton} Email Placeholder: This option allows customers to view the invoice directly through a link, providing a seamless experience without the need for attachments. Customers can still download a PDF after viewing the document.

• Attach a PDF: By choosing this method, the invoice PDF will be attached directly to the email. This is beneficial for customers who require a PDF to be attached for automated accounts systems (email-to-bills).

• Use Both the {ViewButton} Email Placeholder and Attach a PDF: This approach combines the advantages of both previous methods, giving customers the option to view the invoice online while also satisfying automated accounts (email-to-bills) systems by having a PDF attached directly to the email.

To implement this method, navigate to Setup > Preferences > Email Templates & Settings. Ensure that the primary email template includes a {ViewButton} placeholder. For further information, please refer to the relevant documentation.

To utilize this method, go to Setup > Preferences > Email Templates & Settings. Ensure that the primary email template does NOT contain a {ViewButton} placeholder. By doing so, the Invoice PDF will attach to the email. However, please note that you will lose the ability to track the Viewed status, which indicates whether the customer has actually viewed the invoice. Additionally, you will forfeit all functionalities provided by the {ViewButton} feature. For more details, refer to the relevant documentation.

To use both methods concurrently, while being aware that you will still lose the Viewed status functionality, go to Setup > Preferences > Email Templates & Settings. Click on the Placeholder Settings button at the bottom. In the {ViewButton} Placeholder Settings section, ensure the setting is ON for "Include PDF attachment for Invoices & Credit Notes." This setting satisfies automated email-to-bills systems by attaching the PDF for Invoices & Credit Notes only. Please note that other records such as Quotes, Reservations, and Bookings will not attach a PDF if the {ViewButton} placeholder is used. For additional information, see the relevant documentation.

While you can utilise any of the above methods as your default standard for sending invoices, you can also create customer-specific email templates for customers that are exceptions to the norm. For example, you could use the {ViewButton} as standard and set up another email template called "Invoice (PDF)" which does not include the {ViewButton} placeholder to satisfy customers that are using automated email-to-bills systems. Please refer to this documentation for further information.

By understanding these options, you can enhance your invoicing process and improve customer satisfaction through tailored communication strategies. Choose the method that best fits your business needs and customer preferences to ensure effective communication.