VOLI Data

Email Invoices

Manually sending invoices via email is time-consuming and inefficient. Financial teams must repeatedly draft emails, attach PDFs, and ensure the correct customer details are included. This manual process increases the risk of errors, delays, and inconsistencies.

Businesses need an automated solution that ensures invoices are sent accurately, consistently, and efficiently directly from Maconomy without requiring manual email composition.

Screenshot of an email on a laptop screen with a dark background, including an attached PDF file named '1010559.pdf', and the email content referencing an invoice and encouraging contact via email.

Explore Email/PDF Invoices

The Process & Technology behind it

Flowchart illustrating the process of receiving invoices in VIOL Data, showing steps for email PDF invoices and electronic invoices via TrueCommerce/Sproom, including scanning, approving, and transferring data to Maconomy.
Flowchart showing the process of sending invoices in VOLI Data, involving email PDFs or electronic invoices sent to TrueCommerce/Sprout, with updates in Maconomy.

1. Invoice Approval in Maconomy

When a user approves an invoice in Maconomy with the payment mode set to "Email/PDF", the system triggers the automated process.

2. Invoice Data Extraction & Email Template Generation

The system retrieves invoice details from Maconomy (e.g., customer name, invoice number, total amount, due date).

A predefined email template is automatically populated with the extracted invoice data.

The invoice PDF is attached to the email.

3. Automatic Email Dispatch

The system sends the email to the recipient using the stored email address in Maconomy.

The process ensures every customer receives a correctly formatted invoice email without manual intervention.

4. Tracking & Error Handling

If an invoice fails to send, the system provides feedback so the issue (e.g., missing email address) can be resolved.

Optionally, a log of sent invoices is stored for auditing and tracking purposes.

Key Features of Email/PDF Invoices

Automated Invoice Capture

Invoices are sent instantly upon approval in Maconomy.

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Predefined Email Templates

Ensures consistency in communication with customers.

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Auto-Filled Customer Details

Extracts key data from Maconomy (name, invoice number, amount, etc.).

A check mark or tick symbol.

PDF Attachment Generation

Automatically attaches the approved invoice as a PDF.

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Error Handling & Feedback

Alerts users if an email fails to send.

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Key Benefits

Saves Time – No need for finance teams to manually draft and send invoice emails.

Enhances Workflow Efficiency – Streamlines invoicing and reduces administrative workload.

Ensures Timely Invoice Delivery – Invoices reach customers immediately upon approval.

Reduces Errors – Eliminates manual data entry mistakes.

Explore our other Invoice Solutions

Screenshot of a website dashboard displaying a list of customers and their details, including customer name, number, and address, with a navigation sidebar on the left.

Electronic Invoices

VOLI Scan

Digital dashboard showing a scanned invoice on the left and data entry fields on the right, with buttons for delete, skip, save, and approve at the bottom.
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