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 - > Manage> Project Command Center > Project Info tab > Invoice subtab > Billing Contact field > Contact setup
  • Employee's email address - Setup > Employees > General tab
  • Employee's company name - > Setup > Company > Preferences, or Setup > Company > Companies if using multi-company
  • Project description - > Manage> Project Command Center > Project Info tab > General subtab

  • If you are using Cloud-based Outlook for Windows and want a signature included with your email, you will need to set one up in the template.

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. When only one statement is selected during the email process, Ajera will save the email as a draft in your Draft folder in Outlook with any attachments you may have included.

To email a final client invoice

  1. From the Manage menu, click Client Invoices.
  2. Select the invoices 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.
Note: You are limited to sending 50 final invoices at a time.
  1. If you only selected one invoice, review the Outlook email and change, as needed.

The email message contains the information from the email invoice template.

If there is no email address for the recipient (billing contact) or employee, enter it in Outlook.

  1. Double-click the attached invoice and review it. Ajera names the PDF as follows: <project company name_project description_invoice number_invoice date>.

Accutera Architects_Glison Lofts_00351_06-29-2011.pdf

If the file name exceeds 64 characters, Ajera truncates the project company name and, if needed, the project description.

  1. Click Send. Outlook sends a blind copy to the sender's email address for recordkeeping.