Last updated: 23.05.2022

Applies from: 2019.06.00 and later

Sending PDF invoices by email

Invoices can be sent by email in PDF format using the invoice export function.

Step 1: Create an invoice export

To create a new invoice export or to check if there is already an invoice export of the PDF type, proceed as follows:

  1. Click on Economy > Invoices > Invoice export.

  2. Check in the list on the left whether there is already an invoice export of the PDF type. If so, make sure it is set up as described here.

    If there is no invoice export of the PDF type, create a new one by clicking on and giving the invoice export a name (e.g. “PDF invoices by email”).

  3. Select PDF from the Type drop-down list.

  4. Type “-” (hyphen) in the Encoding field.

  5. If you want to save copies of the PDF invoices in a folder in your local system, enter the path to the folder in the Archive folder field.

  6. If you want to reduce the size of the PDF file, select Reduce PDF file size.

    Note:

    The file size is reduced by deleting all text formatting (bold, italic, underlined) and by changing the font to one that uses less storage space. How much the file size is reduced depends, among other things, on how much formatting it contains.Right-click, convert to text (or Ctrl + shift + F6) and then type the text here.

  7. On the File transfer tab, select email from the Method drop-down list.

  8. In the Message drop-down list, select the report/template to use for the email that is to contain the invoice. For more information about how to create a new report for email messages, see Creating reports for notifications.

  9. If Outlook is used for email, the Use Outlook checkbox can be selected. Then sent invoices can be seen in the Sent folder in Outlook.

    If the checkbox is not selected, sent emails can be seen in Opter if Log messages on the Servers tab has been selected in the office settings. Click on Help > Diagnostics > Email logs to view sent emails.

  10. Click on to save all changes.

Step 2: Add the invoice export in the invoice export settings

To create a new invoice export setting or to check if there is already an invoice export setting for PDF invoices by email, proceed as follows:

  1. Click on Economy > Invoices > Invoice export settings.

  2. Check in the list on the left whether there is already an invoice export setting for PDF invoices by email. If there is, check that it is set up as described here.

    If there is no invoice export setting for PDF invoices by email, create a new one by clicking on and giving the invoice export a name (e.g. “PDF invoices by email”).

  3. In the box Exports, select the “PDF invoices by email” checkbox (or the name you gave the invoice export in the above step).

  4. Click on to save all changes.

  5. Choose which invoice export should be the default. For example, to select “PDF invoices by email” as the default, select “PDF invoices by email” in the list on the left and click on in the toolbar.

    To set which invoice export applies to a specific customer, see Step 3: Specify which customers should be invoiced with PDF invoices sent via email .

  6. Click on to save all changes.

Step 3: Specify which customers should be invoiced with PDF invoices sent via email

The invoice export to be used as the default is specified in the above step. To set up a specific invoice export (i.e. “PDF invoices by email”) for a specific customer, and to specify the email address for the invoice export, proceed as follows:

  1. Click on Register > Customers and find the customer whose setting needs to be configured.

  2. For example, on the Invoice information tab, select “PDF invoices by email” from the Invoice export setting drop-down list.

  3. Enter the email addresses of the people who will receive the invoice at the customer in the Email invoice export field. To specify multiple addresses, separate them with semicolons without spaces, for example “abc@företag.com;def@företag.com” and so on.

  4. Click on to save all changes.

Step 4: Export PDF invoices by email

You can export PDF invoices from Opter by email to those customers specified for this when you close an invoice period, or subsequently when you can choose whether you want to export entire invoice periods or individual invoices.

To export an invoice or invoice period by email to the customers for which this has been set up, proceed as follows:

  1. Click on Economy > Invoices > Invoices.

  2. Select the invoice or invoice period you want to export, right-click and select Export.

  3. Click on Export and send at the bottom of the window.

    PDF invoices by email will be sent to the customers specified for this.

See also

Send PDF statements by email