You are here: Ajera Help (A-Z) > Client invoices > Emailing and saving as PDF > Emailing a final client invoice as a PDF
Emailing a client invoice
Before you begin
- Verify that Microsoft Office 2003 or later is installed.
- Verify that a PDF viewer that supports PDF 1.5 or later is installed for viewing the invoice.
- Ensure that the following information is set up in Ajera:
- Recipient's email address -
- Employee's email address - Setup > Employees > General tab
- Employee's company name - Company > Preferences, or Company > Companies if using multi-company
- Project description -
Ajera uses this information to create an Outlook email, which you can edit before sending. If Outlook is not open, Ajera launches it and automatically creates the draft email.
To email a final client invoice
- From the Manage menu, click Client Invoices.
- Select one invoice with the status of Final and click the Email button, or right-click the invoice and select Email Invoice. The Email button and Email Invoice option are available only when you select one invoice with the status of Final.
- Review the Outlook email and change, as needed.
The email message contains the following information:
- Subject line: New Professional Service Invoice from <project company name>
Example- Thank you for partnering with <project company name>. Attached please find your current invoice for project <project ID> <project description>.
If there is no email address for the recipient (billing contact) or employee, enter it in Outlook.
- Double-click the attached invoice and review it. Ajera names the PDF as follows: <project company name_project description_invoice number_invoice date>.
If the file name exceeds 64 characters, Ajera truncates the project company name and, if needed, the project description.
- Click Send. Outlook sends a blind copy to the sender's email address for recordkeeping.
