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.
Explore Email/PDF Invoices
The Process & Technology behind it
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.
Predefined Email Templates
Ensures consistency in communication with customers.
PDF Attachment Generation
Automatically attaches the approved invoice as a PDF.
Auto-Filled Customer Details
Extracts key data from Maconomy (name, invoice number, amount, etc.).
Error Handling & Feedback
Alerts users if an email fails to send.
Key Benefits
Saves Time – No need for finance teams to manually draft and send invoice emails.
Reduces Errors – Eliminates manual data entry mistakes.
Ensures Timely Invoice Delivery – Invoices reach customers immediately upon approval.
Enhances Workflow Efficiency – Streamlines invoicing and reduces administrative workload.
