Discover the Best Invoice Sending Mail Format for Sales

Invoice sending mail format for Sales

this is a soft lger tutorial on how to customize sales invoices and email sales invoices direct to customers from soft Ledger customizing a sales invoice in soft Ledger can be completed in a few simple steps let's take a work example to demonstrate this a company called Abus Global has started to use soft Ledger the accounts receivable team have begun inputting customer details into soft Ledger already however they now wish to create a standard and customize sales invoice template which can be used consistently moving ahead to get started we're creating a customized sales invoice template we move over to the left hand side of the screen and then we go down and select admin and then under admin we select templates and this brings us through to the next screen here where we can see the different document types in their default setup so we like to set up a new sales invoice template so we just select new and then we type in the name of that template as we we'd like it to be so we're just going to call it standard and then the type of document is invoice for sales invoice and then we're brought through to this screen here which shows the default setup for a sales invoice so the Yellow Boxes allow us to remove Fields whereas the darker boxes with the plus sign allow us to add them in and then the drop downs we can alternate what actually appears in the fields so in the case of Abacus Global they'd like to see the contact email address due date of the invoice and the customer reference on each invoice so we're just going to add that in now so the contact email address we just come over to here and select from the dropdown we go to customer contact email great put that in and then over to the right hand side we hit the plus sign to add in due date so this is the field name due date and then the value of the field will just come down select due date and then customer reference and then we just select reference and then just before we submit this template if we just note on the top left hand side we've got logo and contact details here so that's for the logo for Abacus Global so so we don't actually add that in on this screen it's it's through the financial menu which we'll just show you now so if we just hit submit and then let's just refresh the screen to see that template being set up great so we can see standard here is the name of the template and then the typ is invoice for sales invoice so if we just go over now to the financial menu on the left hand side we can put in the logo so under location s we can see the different entities set up in soft ledger so obviously soft Ledger is a multi-entity platform we need Abus Global because that's the company we're setting up an invoice for invoice template for so if we just come over to the right hand side s the three dots select the edit and then we just select choose file and then we'll just select the logo we'd like which is here let's just scroll down and then we just hit upload to up that great and we can see actually the the contact details are already entered in for Abacus Global so they should appear on the invoice so we just now submit so let's now move on to raising a sales invoice to see how this all looks on an invoice so if we just go over to the left hand side again just select accounts receivable invoices and then just select new for a new sales invoice so the customer we're going to raise this to is a Us customer let's just put that there now the template we'd obviously like to use standard which is the one we've just set up so we just start typing that in and there it appears let's just select that invoice date is set due date is set to the 30 days great reference is a field we obviously defined earlier in the templates let's just fill that out let's just put in 100a description let's just say products con cost center we can leave products let's just say product X and then amount let's just put $1,000 and then we'll just submit that great okay so we can see now that we've got invoice number 19 been created so if we just go into that and then on the top left we just see the PDF icon which we can select to see the invoice and then let's just download that that so we can see it clearly great so we can see the logo's being brought in the customer email address has been brought in that we defined the due date on the invoice and the customer reference so this invoice is now customized to how we'd like it to be just before we move off this let's just look at one other thing if we go back to the admin section and then under templates if we go to template format this actually allows us to vary the the Aesthetics of the invoice if you like so I'll just show you what it means so if we just select invoice for sales invoice and then we can just select document to preview so we'll use invoice number 19 which we just raised as an example we can see that actually we can basically change the the uh font size we can change the padding on the right hand side of the of the screen so it's very much to do with the fine-tuning of the Aesthetics as you'd like them to be um really useful feature to know about so look now we've raised the invoice um using the template we set up we can move on to issuing the invoice through the soft Ledger email functionality to send sales invoices directly using soft ledgers email facility we first of all need need to ensure that the facility is enabled so we go down to the settings menu on the left hand side of the screen so select settings go down to email and we can see here that send email on invoice issued is is toggle to on so we can actually send sales invoices straight from the system so there the other document types as well are also enabled so in terms of the actual format of the email we can also amend that so if we just go over to type select in invoice for sales invoice and we can see here that it's got a template email to send with the invoice attachment so we'll we'll just make a quick Amendment here so hi thanks for your business please see the attached invoice for Su of your current charges if you have any questions please contact us let's just make that a bit shorter many thanks okay let's just save that okay so if we just go over now to the accounts receivable menu on the left and we'll just select customers so we can see here Us customer their email address is being entered into the system so CEST gmail.com so that that's where the email would go to so if we just go now back to invoices so we can see here invoice 19 is the n is the invoice that we raised to the US customer so if we just tick the Box on the left and if we just then select issue confirm just takes a moment okay great so that's now complete we can see the status has changed the issue so now if we just come into our Gmail account so this is this is the US customers Gmail account we just open that up and we can see here if you have any questions please contact us so it's amended the format of the email to what we'd like it to be and we just open up the invoice and great it's attached the invoice it's got the correct settings per the template we set up in the previous session so everything's great if you have any queries we joing today's tutorial then please contact us on support soft ledger.com