Send Invoices via Email from Time Matters

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You can save a great deal of time sending out invoices via Email from Time Matters / Billing Matters. You also make it convenient for your clients to pay your invoices, especially if you accept credit cards.

Create a standard Email template containing a paragraph or two explaining how to pay by credit card and thanking your clients for their business. To create the Email template:

  1. Go to: Time Matters Main Menu / File / Setup / Billing Options / Bill Messages

  2. Add a record.

  3. Create a Code and a Description.

  4. In the Message field, enter the text of your standard email to send out with the attached invoice.

  5. Check the box: Default Email Message.

billing-email-template.png

In the Billing Preferences for each Matter on the Accounts Receivable tab:

  1. Check the box: Email Copy of Bill

  2. Set the email address and Subject Line for the email.

After posting invoices, those Matters with the Email option will have your standard Email and attached invoice in the Outbox of your Time Matters Personal Inbox.

I recommend opening each Email, entering a greeting, such as Hi Kim, and adding line or two about progress on the Matter or an upcoming holiday. Also, this is a good time to link the Email to its Matter (hopefully that will be done automatically in a future release of Time Matters). Click in the Matter Name field and look up the matching matter.

Press the Send/Receive button in the bar above the Outbox to send out the Emails. Copies of the Emails will be saved in the Sent Items folder.

Over time, the Emails will pile up in your Sent Items folder, slowing down your Personal Inbox when you open it.

You can clean out the Emails by tagging them and selecting Main Menu / Process / Clean. That will keep all the Email that are linked to Contacts or Matters on the Main Email List and on the Email tabs of the Contacts and Matters. You don’t need the Emails in the Personal Inbox because you can always look them up on the other lists.