Emailing Invoices and Statements

In this article:

• Email Setup
• Creating and Processing Invoice Emails
• Creating and Processing Statement or Past Due Emails

This guide explains how to set up Legal Accounting to email invoices or statements and past due notices directly to your contacts. 

Email Setup

Part 1: Set up your firm's email in Legal Accounting:

1. Go to Admin> Firm > Service Configuration > Email.
2. Choose your email provider:
   • Google or Microsoft: Enter the username and password of the email account you want to send invoices from.
   • Other SMTP Server: You'll need server details (SMTP server, port, security type) from your email provider or IT support.
3. (Optional) Toggle on Send email to drafts folder to send emails to the configured email's Drafts folder.
   
4. (Optional) Go to Admin > Firm > Settings > Features and toggle on Hold emails for manual release so finalized invoices will be placed on hold for manual release.
   
   TIP: It is highly recommended to enable either sending emails to drafts or hold emails so that you can review first how the email will be received by the client. 
   NOTE:  Emails sent directly from Legal Accounting may or may not save copies under your mailbox's Sent Items folder, this is outside of our scope of support.

Part 2: Set up email of contacts:

1. Go to Contacts > Contact Manager tab.
2. Locate the contact you want to send invoices or statements via email.
3. Add the email address.
4. Scroll down to the Billing/File Defaults section.
5. Set the Preferred Correspondence Method to either Email or Print and Email.
6. Click Save.
   NOTE:  If there is a separate Billing Email under Additional Communication Methods section for the contact, it will override the email that's entered in the primary contact.

Part 3: Set up email by file:

Use this if you need a different contact to show on the invoices and receive them via email other than the primary contact of the file.

1. Go to Contacts > File Manager tab.
2. Locate the file you want to send invoices or statements via email.
3. Scroll down to Split/Advanced Billing section.
4. Select the contact you want to show on the invoice under Contact for Billing Address field and follow the steps outlined above (Part 2: Set up email of contacts).
5. Click Save.

Creating and Processing Invoice Emails