Email Bill Delivery

The method of bill delivery can be controlled now via a simple tab called Bill Delivery, which can be found in Orion under the client and the matter record in file maintenance.

You can choose to have invoices delivered in any of 3 ways:

1) a printed copy of the invoice

2) an email invoice PDF copy

3) an EDI bill copy (electronic data interchange file available to upload to website or billing service)

(You may choose to use one, combination, or All of the above methods to deliver your invoices)

You will use the Bill Delivery Tab, and the Email Bill Delivery Screen to control if an email invoice attachment is sent.

Tips:

1. There must be at least one email address and one email template assigned to a client, prior to being able to use the Email Bill Delivery features for a client, and the email check box must be checked as on.

2. To send out 1 PDF, that includes all of the invoices on a particular client, you must add the email address of the contact on the Bill Delivery tab, under the email field on the client record. 

3. As a general rule, you would want to set up the email address on the client level, unless you specifically have the need to send individual pdf invoices by client-matter to particular contacts.

4. If there are email addresses set up at the client and matter level, the system will allow you to send out in single PDF that contains the current invoice for that particular client-matter. Note: if an email is set up at the client-matter level on the Bill Delivery tab, it will create an email attachment with a pdf and be in addition to the one that is set up at the client level.

5. If you want to send out separate PDF’s, for each client-matter invoice, you will need to set up the email address under the matter record.

6. Generate/ Print invoices as you normally do. The invoices must be posted in order to send via Email Bill Delivery Manager. Once in posted state you should see the email addresses available, with the appropriate invoice PDF attachment, on the Email Bill Delivery Screen.

7. It is recommended that you test out Email Bill Delivery on one or two clients/ matters until the Firm is comfortable using the features!

To set up and/or edit an Email Template:

1. Go to Billing Manager

2. Click on Tools

3. Choose Email Templates

4. Click on Edit or New and name the Template.  Next, add a subject line and Save. (You may add more text if needed, but a basic Template will suffice to set up).

5. This will make the template available, in the look up on the Bill Delivery tab, on the client-matter record.

Setting up clients to receive email invoices at the client level:

1. Go to the Client Record and click on the Bill Delivery tab

2. Check mark the box for Email Bill Delivery

3. Click on Add Existing Contact or Add Email Only and key in the email address directly or pick a contact that is already in the system

4. Make sure an email template is selected

5. Save and Close

You may also set up email addresses, at the matter level as well, on the Bill Delivery Tab on the matter: (this will allow you to send a separate PDF, for each invoice generated, for each client-matter. Note this is in addition to any that you set up at the client level):

After you have printed and posted your invoices, select the Email Bill Delivery Icon, on your side bar to display the Email Bill Delivery screen

This screen will display those client-matters that will receive email PDF invoices.

The invoices should show in this view with a Status of Ready to be Sent. (You may use the email filter button to filter for the other statuses – Waiting, Created Invoice, Not Posted, Ready to be Sent, Sent)

1. Simply check the check box, next to the invoices, you want to send:

*You may also right click, in the main panel, to tag or untag selected, select or deselect all, reset:

2. Then when you are ready, click on Send Emails and Confirm.

Other Tips:

*Note you may need to click on the Email Filter button and filter for the correct sent date range for the

emails to show properly on the Email Bill Delivery screen. (Note this date range is the actual date the email record is created which happens at the time of printing your invoices – it has nothing to do with the date that is presented on the invoice – though it may be the same).

You may filter for invoices that are Waiting to be sent or filter for Sent invoices. (the sent invoices will also show in your Sent box in Outlook.

*Use the blue arrow to filter by the Status column. (note if the status is Created – Invoice Not Posted, you will need to post the invoice prior to it being ready to send):