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How do I send a manual email from Accounts Receivable?

Send your clients custom follow-ups with specific invoices directly from Accounts Receivable.

Updated over a month ago

Where to Generate a Manual Follow-Up

  • From the Invoices page:

    • Click on an invoice, then on the Follow-ups section on the right side

    • Click the @ icon on an individual invoice to send a unitary follow-up.

    • Select several invoices from the same client, then click on @ Send an email in the side panel for a grouped follow-up.

  • From the Clients page:

    • Click on a client (do not select it) and choose @ Send a summary email in the side panel to send a grouped follow-up including all pending invoices (disputed invoices are automatically excluded).

      Note: You cannot manually exclude invoices when sending a summary follow-up from the Clients page. Use the Invoices page if you need more granular control.

How to Set Up Your Manual Emails

  1. Create Email Templates:

    • Set up templates tailored to your needs (e.g., “Last email before formal notice” or “Recap for 30+ days late invoices”).

  2. Connect Your Mailbox:

    • Link your email address to Accounts Receivable to ensure emails are sent from your own account.

    • Check our dedicated mailbox connection documentation if necessary.

  3. Review the Email History:

    • Every email sent is stored in the “History” section, so you can review and prove what was sent.

Using Collect AI ✨

  • Activate the AI:

    • Click the Collect AI button while drafting your email to generate content automatically.

  • Dynamic Data Usage:

    • The AI uses invoice data (past follow-up dates, payments, invoice title, etc.) and client data (average payment delay) to create personalized content.

  • Customization:

    • Provide additional instructions to fine-tune the result or select one of the suggested instructions.

    • Review carefully the generated email before sending it.

  • Language & Security:

    • The AI adapts to the language set by your browser (or manually via URL) and is powered by ChatGPT4.0.

    • A rate limit is applied (200 queries per 5 minutes) and data is deleted after 30 days.

💡 Tips

  • For precise follow-ups, always select invoices from the same client via the Invoices page.

  • Customize your email templates to fit various scenarios and avoid writing emails from scratch.

  • Keep an eye on your AI-generated content and adjust instructions if the output doesn't match your needs.

FAQ ❓

How do I generate a manual follow-up from multiple invoices?

Select the invoices of one client on the Invoices page, then click the @ icon in the side panel. This will trigger a grouped follow-up using the selected invoices.

What if I want to send a follow-up for all pending invoices of a client?

Go to the Clients page, select the client, and click the @ icon in the side panel. All pending invoices will be included automatically, except for disputed ones.

How do I set up my email templates?

Create templates that match your communication needs (e.g., payment reminder, last email before formal notice). Ensure they contain all necessary details for your clients. Then connect your mailbox so emails send from your address.

Can I customize the AI-generated content?

Yes. When using the Collect AI feature, you can select from suggested instructions or input your own custom instructions to tailor the email content.

How is email history managed in Account Receivable?

Each email you send via Accounts Receivable is stored in the dedicated “History” section, allowing you to review past communications anytime.

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