1. Requirements for sending

Before you can start the bulk sending, the following conditions must be met:

• Completion: All payroll statements for the respective month must have the status "Closed".
• Employee data: Under Employee > Personal Data, an email address and an AHV number must be stored for each person.
• Payroll responsibility: Under Documents > Company > Company > Payroll Statement Details, an email address must be stored for the person responsible for payroll (to receive copies/CC).

2. Triggering the sending process

You can find the function under: Payroll Statements > Select Month > All Employees.

1. Click the button "Email to all".
2. Validation: bexio automatically checks whether all requirements (email addresses, AHV numbers, etc.) are met.
3. Error message: If data is missing, bexio displays a list of affected employees. Click directly on the name to add the missing information.
4. Confirmation: If all data is correct, the sending process is scheduled.

3. Status and Planning ("Why scheduled?")

After clicking, the sending process is placed in a queue to ensure system stability. The actual sending usually takes place within a few minutes.

• 🟡 Yellow symbol: The emails are in the queue.
• 🟢 Green symbol: The sending was successfully completed.
• Control: The person responsible for payroll receives a copy (CC) of each sent email as proof of dispatch.

Important: Email sending via this function is only possible once per month. A test run is not provided.

4. Individual Customizations & Security

Define password for the PDF

Payroll statements are password-protected by default. You can choose the format under Company > Emailing paystubs:

• AHV number: Without dots (e.g., 7561234567890).
• Date of birth: Without dots (e.g., 10041987).
• Uniform password: A fixed password for all employees.

Email texts and language

bexio recognizes the employee's language stored under "Personal data" and automatically sends the email in German, French, Italian, or English. The texts can be individually customized under Company > Emailing payroll statements.

5. Difference: Email Sending vs. Manual Download

It is important to understand when to use which function:

 

Function	Bulk email sending	Manual download (Other/Export)
Target group	All employees simultaneously.	Individual documents or internal archiving.
Security	Encrypted PDF (password protected).	Standard PDF (no password protection).
Delivery	Directly via email from bexio.	Manual sending via your own email program.
Frequency	Only once per month possible.	Possible as often as required.

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