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Invoice sending mail format for Legal

hi this is Celine at chops Consulting today's video is on how to create an email precedent for sending invoices or possibly for anything else so the first thing that you are going to do from any matter you are going to go to forms and precedence and then I've created a folder here under practice management called email precedence you can create your own folder you can save it directly in practice management whatever works best for you I just like to keep things Heidi I'm going to right click here and I'm going to say new outlook president and then you can choose who the recipient is in this case I've set a debtor I have a separate debit card but for the purpose of this you can really choose any recipient you like and it's going to basically open a new email in oh let's see so now that this is popped up uh the from is just gonna be your email I actually use Gmail for well pretty much everything so I don't have I just have connected my personal email and I don't have a signature in here but your signature should pop up in this case I'm just going to paste over my signature from my business email so there's something there and it looks nice um then you can you don't need to set the who or anything or the two rather because it's just a precedent but maybe I will say and then what you put in here is really going to depend on your workflow and how you send out invoices for example a lot of law firms of course um they will automatically apply any money from trust and then they'll send out a trust statement so in this case you might say your trust statement from and your firm's name you might have also you might have multiple presents you might have one where there is an invoice with an outstanding balance um it's completely up to you how you set this in this case I'm going to use I'm going to take advantage of the merge fields to customize this email so I'm going to say here and then if you click on the right or if your leak bar is here depending where it's customized go to your loot bar you can insert fields and what I'm going to do is I'm going to choose one that's full name um so in this case my client's full name is actually I'm going to Fields yeah so it should be all right see this is why you test things dear name you can choose first name or however uh you want to have this in this case let's do your test line because that's my client's name um the matter realign I don't want to scroll so I'm just going to search up here an invoice outstanding for and then what the what the realign is in this case I never put in my other side so it doesn't um because this is also a matter but yours will be more complete and then basically whatever type of body right this is not the most imaginative uh email I've ever typed but it's just as an example and obviously instead of square brackets you put your email address for e-transfer is your address and then if you accept credit card payments right now leap is a beta program um to integrate it but if you accept credit payments some other way or you want them to call in you can might type something like okay credit card please office at and then you know the phone number right I know uh some law firms we've helped them set up a payment portal on their website so it really depends on how how you want to pay or take payments and then you can say something like if you have any questions or not again not like the fanciest email I've ever written um but it's going to attach their invoice and everything else kind of looks good so from here I'm going to save and close and I'm going to call this invoice outstanding email good enough and now you can see here I have created an Outlook president precedent called invoice outstanding email uh if I were to go to under accounting invoice mailing I want to send an invoice I have a lot of invoices here um most of them are the emails that I don't want to send an email to because probably maybe somebody out there is email is Sandy gmailfate.com or Bob a big developer and I don't want to bother them so I'm just going to do a test one here to one that's myself my personal email and maybe I'll just on my business email and I'll send one to my personal email just so we can you know see what a couple of different ones look like I'm gonna you can also say you know if you want to make a status so once if you have these all as like draft approved and you want to mark them as final printed scent as you send them or this is to set um to view different ones and then if you want to set the status to final printed as you send them you can do that if they were at um you know draft approved you can also see you know if you just want to see your approved ones that are ready to be emailed um you know you kind of have that option here then you can select your email precedent so in this case I'm going to go to my email messages folder I'm going to select this one and then you can pretty much ignore these filters or if you need to filter it you can invoices selected for email is two I'm going to hit email print now you can see it's sending emails and just paused it all ascending but now you can see email completed successfully so that is good and then I'm just going to pull up uh what the email looks like here and it shows exactly what you think um dear trust point you have an invoice outstanding um and then it's you know again not filled but you get the idea um and then you have the attached email here and just because um this one happened to be test client for the matter we are already talking about just coincidentally um I also wanted to show you what it looks like for another um for the other one that was sent it automatically pulled in the name um and then it pulled in the realign and then this part is also the same and the invoice attached um is going to be again their invoice with uh with their information that's how you do it