Customer Invoice Email

Accounts receivable staff can email a confirmed invoice to a customer from Versa. Check the invoice and recipient before sending. Sending the email does not settle the invoice or record a payment.

Before you start

• Access: You need Accounts Receivable Full Access to send the email.
• Where: Open Invoices > View Invoices and find the invoice. The invoice page and its list row both offer an Email action. The list-row action opens a new tab.

Send the invoice

1. Check the customer, invoice number, amount, payment terms, and the address the customer expects you to use.
2. Select Email.
3. Review To and Cc. The initial To address comes from the customer email field selected in the company's Emailing settings.
4. Read the Subject and Body. Confirm that any payment or delivery instructions match the invoice.
5. Review Attachments. The invoice PDF is always included and cannot be removed. Include stored invoice files only when they belong with this customer's message.
6. Select Send once.
7. Confirm that Versa returns to the invoice and shows Email has been sent.

Accounts receivable still needs to monitor the open balance and apply any later receipt. If the customer questions the amount or says the email did not arrive, check the invoice and recorded communication before following your delivery or collections process.

If you don't see what you expect

• To is empty: The customer has no address in the email field your company uses for invoices. Confirm the correct address before sending.
• Send gives Access denied: The list can show Email to a user who lacks Accounts Receivable Full Access. Ask an administrator to check your permission.
• Domain Authentication appears first: A Firm Admin without a verified domain or SMTP setup can choose No to continue to the email page.
• The following errors prevented the Email from being sent.: Check that To, Subject, and Body are filled in.
• Email failure: Review the displayed error and ask your administrator to check the company's document email settings before retrying.