Email Multiple Invoices in One PDF

Overview

You can now email a consolidated PDF of multiple invoices instead of emailing them one at a time. This feature allows you to "batch print" Recurring or Product invoices and email them as a single, convenient PDF file.

Why This Feature Matters

The Problem It Solves

While you can print/email a statement that lists open invoices, customers often request: "Can you resend me a copy of the open invoices?"

Previously, you needed to:

• Select each invoice individually
• Email them one at a time
• Customer receives multiple separate emails

Now you can send all requested invoices in one consolidated PDF.

How to Generate Multiple Invoices

Step 1: Access Print Options

From the Invoice History screen, choose Print Options.

Step 2: Select Invoice Type

Choose the invoice type you want to batch:

• Product Invoices
• Recurring Invoices

Step 3: Configure Parameters

The system makes this easy with smart defaults:

Automatic Fields:

• Customer field is automatically filled in for you

For Unpaid Invoices Only:

• You don't need to enter date range, invoice numbers, or other parameters
• Just leave defaults and proceed to print

For Other Options: Configure these optional parameters:

• Date Range - Specify a date range for invoices
• Invoice Number Range - Select specific invoice numbers
• Payment Status- Choose from:
  • Unpaid (default)
  • All
  • Paid
• Print Status- Choose from:
  • All (default)
  • Printed Only
  • Unprinted Only

Additional Option:

• You can change the AD (advertisement) that prints on the invoices you're reprinting

Step 4: Generate the PDF

Click Print and a consolidated PDF will be generated containing all invoices within the parameters you selected.

Emailing the Consolidated PDF

Step 1: Review Email Settings

The system automatically prepares the email for you:

• Email address is automatically set using the customer's primary email address
• Click Email to review or change the email address if needed

Step 2: Customize Email Message

You can add your own text to the email body to provide context for the customer (e.g., "Per your request, here are copies of your open invoices").

Step 3: Send or Print

To Email:

• Leave Send File by Email checked
• Click to send the consolidated PDF via email

To Print Instead:

• Uncheck Send File by Email
• The invoice batch will print on your local printer via Uniprint

Common Use Cases

Customer-Requested Invoice Copies

Scenario: A customer calls asking for copies of their unpaid invoices.

Solution:

1. Open the customer's Invoice History
2. Select Print Options > Recurring or Product
3. Leave defaults (Unpaid invoices)
4. Email the consolidated PDF

Accounting Department Requests

Scenario: A customer's accounting department needs copies of all invoices from Q1 for their records.

Solution:

1. Set Date Range to Q1 dates
2. Set Payment Status to "All"
3. Email the consolidated PDF

Payment Follow-Up

Scenario: You need to send a reminder with copies of all open invoices.

Solution:

1. Select Unpaid invoices (default)
2. Add custom text: "Please find attached copies of your open invoices. Payment at your earliest convenience is appreciated."
3. Email consolidated PDF

Record Keeping

Scenario: You need to print copies of all paid invoices from last year for filing.

Solution:

1. Set Date Range to previous year
2. Set Payment Status to "Paid"
3. Uncheck "Send File by Email"
4. Print the consolidated PDF locally

Key Benefits

Customer Convenience:

• One email with all invoices instead of multiple separate emails
• Easy to save and forward to accounting
• Professional, organized presentation

Time Savings:

• No need to select and email invoices individually
• Quick response to customer requests
• Batch processing for multiple invoices

Flexibility:

• Choose exactly which invoices to include
• Filter by paid/unpaid status
• Select date ranges or specific invoice numbers
• Email or print as needed

Professional Communication:

• Add customized email text
• Single, well-organized PDF
• Consistent presentation

Tips for Best Results

Quick Unpaid Invoice Send

For the fastest process when sending unpaid invoices:

1. Don't change any default settings
2. Just click Print then Email
3. Add brief message and send

Custom Date Ranges

When customers need historical invoices:

• Use date ranges rather than invoice numbers (easier to select)
• Consider using quarters or months for clean breakpoints

Email Message Templates

Create standard messages for common scenarios:

• "Per your request..."
• "For your records..."
• "Payment reminder..."

You can copy/paste these into the email field for consistency.

Local Printing

If you need hard copies:

• Uncheck "Send File by Email"
• Print via Uniprint
• File or mail physical copies as needed

Important Notes

• The Customer field is automatically populated based on the invoice history you're viewing
• Default settings are optimized for the most common use case (unpaid invoices)
• You can change the advertisement that appears on reprinted invoices
• The consolidated PDF includes all formatting and details from the original invoices

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com