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This article applies to:

  • Product: Practice CS
  • Subject: Print

Email invoices, statements, reports and letters

You have the ability to send invoices, statements, reports, and letters via email directly from within Practice CS. The document will be sent as an attachment to the email message in the format of your choosing:
  • Adobe Acrobat (*.pdf)
  • HTML (*.html)
  • Rich Text Format (*.rtf - can be read by most word processors including Microsoft Word)
  • Text File (*.txt)
  • Tagged Image File format (*.tiff)
  • Microsoft Excel (*.xls).

Requirements

You need Microsoft Outlook to send emails out of Practice CS.

Instructions

Invoice

You can edit the subject or body of the email before you send it.
There will be one email message for each invoice. It will be addressed to the primary email address of the Billing Contact for the client. If you want the invoice to be sent to one or more additional contacts for the client, enter the additional email addresses in the
Additional E-mail addresses
 field on the Billing and A/R tab on the
Clients
 screen.
To email invoices follow these steps.
  1. Select
    File
    ,
    Print Invoices & Statements
    , and select the
    Invoices
     tab. You can also print invoices from the
    Review
     tab on the Billing screen.
  2. Select the invoices to send by marking the checkboxes. To select all invoices, right-click and select
    Select All
    .
  3. Select the
    Print Selected
     button.
  4. Mark
    Output to e-mail
     and any other print destinations.
  5. Select the format for the attached invoice.
  6. You can send the messages to the Outlook Drafts folder so you can review them before sending by marking the
    Save e-mails to Drafts folder (do not send)
     checkbox.
  7. Select
    OK
    .

Statement

Practice CS will create an email message for each statement you selected. The message will be addressed to the primary email address of the Billing Contact for the client. If you want the invoice to be sent to one or more additional contacts for the client, enter the additional email addresses in the
Additional E-mail addresses
 field on the Billing and A/R tab on the Clients screen.
To email statements follow these steps.
  1. Select
    File
    ,
    Print Invoices & Statements
    , then the
    Statements
     tab.
  2. Select the statements to send by email. To select all statements, right-click and select
    Select All
    .
  3. Select
    Print Selected
    .
  4. Mark
    Output to e-mail
     and any other print destinations.
  5. Select the format for the attached statements.
  6. You can send the messages to the Outlook Drafts folder so youc an review them before sending by marking the
    Save e-mails to Drafts folder (do not send)
     checkbox.
  7. Select
    OK
    .

Report

To email reports follow these steps.
  1. Select
    File
    , then
    Print Reports
    .
  2. Select the reports to send via email.
  3. Set the options for each report.
  4. Select
    Print Selected
    .
  5. Mark
    Output to e-mail
     and any other print destinations.
  6. Select the format for the attached reports.
  7. Enter the email addresses of the recipients of the message. You may enter as many recipients as you need.
  8. You can send the messages to the Outlook Drafts folder so you can review or edit them before they are sent by marking the
    Save e-mails to Drafts folder (do not send)
     checkbox.
  9. Select
    OK
    . Practice CS will create an email message for each recipient with each report attached as a separate file.

Letter

To email letters follow these steps.
  1. Select
    File
    , then
    Print Labels & Letters
    .
  2. Select the letter to email.
  3. Select
    Print Selected
    .
  4. Mark
    Output to e-mail
     and any other print destinations.
  5. Select the format for the attached letter.
  6. You can send messages to the Outlook Drafts folder so you can review them before they are sent by marking the
    Save e-mails to Drafts folder (do not send)
     checkbox.
  7. If the letter you are sending was created as type
    Firm
    , enter the email addresses of the recipients to whom the letter will be sent in the
    Label & Firm Letter Recipients
     field. If the letter is of type
    Client
    ,
    Contact
    ,
    Staff
    , or
    Office
    , Practice CS will create an email message for each client, contact, staff member or office you included in your selection criteria when you generated the letter, with the letter attached.
Neither the subject nor the content of the message can be modified in Practice CS. The only way to edit this content would be to use the option to
Save e-mail to Drafts folder (do not send)
, and then edit the draft message in Outlook before sending.
You must enter an email address in the
Label & Firm Letter Recipients:
 field even if the letter type is not
Firm
. This address can be any email address, including your own. The letter will not be sent to this email address.

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