How to Email a Workshop Invoice

After completing and invoicing a workshop job, sending the invoice promptly to the customer is essential for maintaining good communication and accelerating payment. The system allows you to email the invoice directly from within the job record, reducing the need for manual document handling or external email tools.

This function ensures:

• Faster delivery of invoices.

• Improved customer service.

• Clear audit trails for communication.

When to Use This

You should email the workshop invoice:

• Immediately after it has been raised.

• When the customer has requested a copy via email.

• As part of a paperless invoicing process.

Step-by-Step: Emailing the Workshop Invoice

1. Raise the Invoice

   • Complete the workshop job and ensure all labour, parts, and sundries are correctly entered.

   • Raise the invoice using the normal process.

2. Click the Email Button

   • After the invoice has been generated, look for the Email button on the job screen (typically next to Print or View options).

   • Click Email to begin sending the invoice.

3. Confirm Email Address

   • The system will automatically use the email address stored against the customer record.

   • If this is missing or incorrect, you will need to:

     • Update the customer record with a valid email.

     • Or enter an alternative address during the sending process (depending on system configuration).

4. Send the Invoice

   • Once the correct address is confirmed, press Send.

   • A copy of the invoice will be emailed as a PDF attachment.

   • The system may store a record of the email activity for audit purposes.