Summary:

1. Create email templates
2. Prepare to send the document
3. Manage recipients and copies
4. Online document (bexio network) vs PDF attachment
5. Send documents and track status
6. Communication center
7. Option: Send via your own email software
8. Bulk sending

Create email templates

You can personalise your email templates by inserting placeholders (dynamic fields) to automatically populate recipient information.

Prepare to send the document

1. When your document is ready, click the Send invoice via email button (or quote / order) located in the right side panel.
2. In the pop-up window that opens, the email address of the primary contact is displayed automatically.
3. The document preview appears below the form, allowing you to double-check all information before sending.

Manage recipients and copies

• Main recipients: Add up to 5 recipients in the sending field.
• Copy (CC): Click CC to add up to 4 additional recipients.
• Accepted separators: To validate an address entry, use a semicolon (;), a comma (,), a space, the Enter key, or switch fields.
• "Send me a copy" option: Check the "Send a copy to [your-address]" box to receive a duplicate. The message will be sent to the address defined in the "Reply-to" field.

Online document (bexio network) vs PDF attachment

By default, the email contains a link to the online document (bexio network) as well as the PDF file as an attachment for individual sends.

• Remove the PDF: If you prefer to send only the online link, click the X next to the attachment to remove it.

• Benefits of the bexio network link:

  • Read tracking: Know exactly when your customer views the document.
  • Integrated messaging: Allow your customer to reply to you directly from the document.
  • Online payment: Offer immediate payment by credit card or via Worldline, Stripe, and PayPal.
  • Additional files: Provide access to supplementary attachments.

How to add additional attachments?

If you upload other files to the document in bexio and mark them as "Visible", your customers will be able to download them directly from the bexio network link.

Send documents and track status

1. Click Send invoice.
2. The message is sent, and the invoice status automatically changes from "Draft" to "Pending".
3. A green checkmark appears next to the "Pending" status to confirm successful delivery.

Communication center

The communication center allows you to maintain an overview of all sent documents and their delivery methods.

• Access: Settings > All settings > Communication Center.
• Filters: You can filter the results by document type (quotes, orders, invoices, reminders).
• Receipt status: As soon as the recipient clicks the link to the online document, the status automatically changes from "Sent" to "Received".

Option: Send via your own email software

If you prefer to use your own email program (Outlook, Apple Mail, Thunderbird, etc.):

1. Hover over the arrow to the right of the Send invoice via email button.
2. Select Send invoice via email program.
3. Choose whether you want to mark the document as "Sent" (changing the status from Draft to Pending).
4. Click Send: your default email application will open with the recipient, subject, and body pre-filled. You can review the message before sending it.

Bulk sending

When performing a bulk send, your customers will receive only the link to the online document (bexio network). PDF files are automatically attached only during individual sends.