Invoice Batch Emailing Screen

The Invoice Batch Emailing screen lets you select and send multiple approved invoices in a single operation. Before using it, confirm that all invoices have been reviewed and approved.

Prerequisites

Three things must be configured before invoices appear in this screen:

• Delivery Method — Set the default in the Delivery Method Setup Table. The default applies to all new company records. The Email option must be selected for invoices to appear in the batch emailing screen.
• Email Template — Configure the email cover letter in Email Formats. The default template is set per location on the Billing Setup screen. You can override the template on individual invoices using the Email Template field.
• Closed-Emailed status — In Email Formats, you can configure ConnectWise to move invoices to a Closed-Emailed status after sending. This marks them ready for accounting export and removes them from the batch screen so they aren’t sent twice.

To update delivery methods on existing companies, go to the Company Finance Summary tab or use Company Mass Maintenance.

Note: If Company A bills through Company B (using Bill To:), the delivery method on Company B’s Company Finance record controls whether the invoice appears in the batch screen — not Company A’s. If Company B is set to Mail, the invoice won’t appear here.

Send a batch of invoices

1. Go to Finance > Invoice Batch Emailing.
2. The screen defaults to your My Invoices view — invoices routed to you. To see all invoices with Add invoice to the batch email list selected, select Show All.
3. Use the Department, Company, and Status filters to narrow the list.
4. Select the checkboxes next to the invoices you want to send. To select all, select the checkbox in the toolbar.
5. Select Send Now in the toolbar.
6. In the confirmation dialog, select Yes to send.

Each invoice is sent as a PDF attachment to the billing contact on the invoice.

Add CC contacts

Each invoice has one billing contact. To send to additional contacts at the same company, go to the Company Finance Summary tab and add them to the CC field. Those contacts will be copied on every invoice sent to that company.

Edit an invoice before sending

1. In the batch emailing screen, select the invoice you want to edit.
2. Make any changes to the invoice template, message, contacts, or attachments.
3. Select Save and Close.

The invoice returns to the list, ready to include in the next send.

To remove an invoice from the list without sending it, select Actions > Remove from Emailing List.

Screen fields

Field	Description
Member	Filters the list to invoices routed to the selected member.
Show All	Displays all invoices flagged for batch emailing, regardless of assigned member.
Invoice	Invoice number.
Company Name	Company associated with the invoice.
Amount	Invoice total.
Date	Invoice creation date.
Location	Location assigned to the invoice.
Department	Department assigned to the invoice.
Territory	Territory from the invoice’s associated company.
Status	Current invoice status.
Credit Amount	Credit memo applied to the invoice, if any.
Paid Amount	Amount recorded as paid on the invoice.
Customer PO	Customer purchase order number.
GL	Whether the invoice has been batched through the accounting interface (Y/N).
GL Batch	Accounting batch number, if batched.