Last updated: 23.05.2022

Sending PDF invoices by email

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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 Majandus > Arved > Arve eksport.

  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 Tüüp drop-down list.

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

  5. To save copies of the PDF invoices in a folder in your local system, enter the path to the folder in the Arhiivi kaust field.

  6. To reduce the size of the PDF file, select Reduce PDF file size.

    The file size is reduced by removing all text formatting (bold, italic, underlined), and by changing the font to Trebuchet MS which uses less storage space. How much the file size is reduced depends, among other things, on how much formatting it contains.

  7. On the Faili edastus tab, select E-post from the Meetod drop-down list.

  8. In the Sõnum 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 Kasutage Outlooki 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 Logi sõnumid on the Serverid tab has been selected in the office settings. Click on Abi > Diagnostika > Meililogid to view sent emails.

  10. Click on Salvesta 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 Majandus > Arved > Arve ekspordi seaded.

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

  4. Click on Salvesta 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 Salvesta 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 > Kliendid and find the customer whose setting needs to be configured.

  2. For example, on the Arveteave tab, select “PDF invoices by email” from the Arve eksport drop-down list.

  3. Enter the email addresses of the people who will receive the invoice at the customer in the E-posti teel arve eksport 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 Salvesta 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 Majandus > Arved > Arved.

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

  3. Click on Eksportida ja saata at the bottom of the window.

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

See also