Print and email project invoices

Subscription

Projects Costing & Billing
User type

Business user with admin privileges

Construction Manager

Project Manager
Permissions

Print or email invoices: Run

Print a single project invoice

  1. Go to Projects > All > Projects > Invoices > View.
  2. Find the invoice on the Projects Invoice list, then select Print or email.
    A printable PDF version of the invoice appears.
  3. For the Delivery method, choose Print and then select OK.
  4. Send the file to the appropriate printer from your local computer.

Email a single project invoice

  1. Find the invoice on the Projects Transaction list (see Order Entry transaction lists), then select Print. A printable PDF version of the invoice appears.
  2. Select Save in the upper left.
  3. Enter a name for the PDF file and save it to your local computer.
  4. Attach the file to an email to the desired recipient.

Email attachments with project invoices

You decide which attachments to email with a project invoice. There are two options: send documents attached to the project invoice or send all attachments that originated from source documents for the project invoice. Learn how to link source document attachments to project invoices.

Print or email multiple project invoices

The following procedure involves printing or emailing groups of order entry invoices based on a range of dates, customers, items, or territories. This summary process is also referred to as Print or Email Project Transactions. The process involves two main steps: first, filter invoices, and second, select the invoices for print or email.

  1. Go to Projects > All > Invoices > Print or email.
    The Print or email invoices page appears, where you can set delivery options and filters on the range of invoices you can want to print or email. You can notice that this page is similar to a report setup page. You're simply using standard reporting filters to limit the range of invoices you can want to print or email.
    Do not worry about being too precise on the options page. On the next page, you can specifically select invoices to print or email or remove them from the print or email queue.
  2. Under Delivery Options, the Sender Email, Sender Name, and Sender Phone fields are automatically set based on your login ID. You can change these options.
    For instance, you can want to change the Sender Phone so that return calls to go to a customer service line.
  3. To deliver invoices to a company contact main and alternate email addresses, select Deliver to All Available Email Addresses.
    Otherwise, the email is sent only to the contact's main email address.
  4. To set a Time Period, you have two options:
    1. To use the reporting period method, select Reporting Period, then select a time period such as Current Month. When using a general time period such as "Prior Month," you can offset the reporting period by entering a date in As of Date.
    2. To use a specific date range, enter dates in Start Date and End Date.
  5. To set limits on which invoices are selected for print, in the Filters section, set one or more of the following parameters:
    1. To include previously printed or emailed invoices, select Previously Sent.
    2. To limit the invoices by customer, select From Customer, then select a beginning customer. The same customer ID from the From Customer field autofills in the To Customer field. To expand the range of customers beyond 1, select To Customer, then select the ending customer of the range. Customers are organized by customer ID.
    3. To limit invoices by item, select From Item, then select a beginning item. The same item ID from the From Item field autofills in the To Item. To expand the range of items beyond 1, select To Item, then select the ending item of the range. Items are organized by item ID.
    4. To limit the invoices by territory, select From Territory, then select a beginning territory. The same territory ID autofills in To Territory. To expand the range of territories beyond 1, select To Territory, then select the ending territory of the range. Territories are organized by territory ID.
    5. Select Transaction Type, then select the type of transactions you want to print or email.
  6. Select View.
    A new page appears with your selected range of invoices arranged in a table.

Based on the preference set in the Customer record, the invoice automatically goes to Print or Email.

If the customer record includes an email address, it's automatically entered in the Email Address text box.

To view customer or transaction details, select the customer or transaction link for the item. When you are finished viewing the record, select Done to return to the previous page.
  1. To change the print or email option for an invoice, select or deselect Print or Email.

    To select or deselect Print or Email for all invoices, select the diagonal arrow icon at the top of the column.

  2. To send an invoice to additional addresses, enter them in the Email Address or Bcc text boxes. Multiple addresses in a box need to be separated by a comma (,) or semi-colon (;). Addresses in the Bcc (blind carbon copy) box will not be seen in the address section of the recipients' email. You can want to use Bcc to send a copy of the invoice to someone inside your company such as a sales manager.
  3. After you have set the print and email options the way you want them, select Print or email. Invoices appear for print in an Acrobat Viewer page and are sent via email as PDF attachments. Intacct then reports on the number of invoices sent to Acrobat Viewer or emailed.
  4. To print Acrobat Viewer documents, on the Acrobat Viewer page, select the Print icon in the upper left and use the print page provided on your local computer to send the file to the appropriate printer. You can also select the Save icon to save the invoices to your local computer and print them later.