Knowledge Base Getting Started Frequently Asked Questions

How to set up and send automatic emails for new invoices

You can configure FreeAgent to send an automatic email to accompany the new invoices you send to customers. This article explains how to set this email up in FreeAgent.

Begin by selecting 'Settings' from the drop-down menu in the top-right corner and then selecting 'Email Templates'.

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Select the 'New Invoice' tab.

Build your content

Use the tags listed on the right to build the content for the To, Subject and Text boxes.

From / To

The From email can be any one of the users who are set up in FreeAgent, as long as their email address is verified. Choose the user from the drop-down menu. You can also tick the box under the From email box to send a copy of this email, and the invoice, to the sender. This is useful if you're a bookkeeper and you need to show the finance manager that you've sent the invoice.

The To email, by default, is your client's contact email that you set up under Contacts, but you can amend this to the billing email for that contact, which can also be set up under Contacts. To amend the tag, simply type in an extra '_billing' so that the tag reads [contact_billing_email].

If you put '[contact_billing_email],[contact_email]' in the To field, the email will go out assuming that the contact has one or other of the email addresses entered, and if you use the tag [billing_or_contact_email] in the To field, then if you've put in a billing email address that will be used, but if there's no billing email, FreeAgent will use the contact's main email address.

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Subject

The Subject field already has the reference tag in it, so the subject of the email will be the reference number of the invoice. You can change this if you wish.

Invoice attachment

The invoice will be sent attached to this email as a .pdf.

Other attachments as default

You can send other attachments with your invoices if you wish. To do this, select the 'Attach Files' link, and choose a file from your Files store. Alternatively, you can upload a new file.

Remember that any attachment you put here will be sent out with all the invoices that you send automatically. This is useful if, for example, you wish to send your terms and conditions with all your invoices.

Additional attachments over 7MB will automatically be compressed into a .zip file, and a link to the download will be sent in the email. Please note that after 120 days the link will expire.

Body text

Build the body text using the tags. There is some sample text for you to use and edit as you wish.

We have also included your FreeAgent referral link with a tag that will use your own specific referral code as part of this sample text.

Once you're happy with the New Invoice email, select 'Save New Invoice Template'.

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How to use the automatic email once it's set up

When you set up a new invoice, or edit an existing invoice that's in draft, you can tick the first of the three Invoice Emails boxes under Invoice Details. If you’ve set default options for the client you’re invoicing, this option will be updated automatically.

You do also have the option to edit the template text of your New Invoice email by selecting the Edit email template link, which will appear once you've ticked this box. Remember to save your changes if you're editing an existing invoice.

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Once this invoice is ready, start the invoice email sequence by selecting this button at the top of the invoice. It'll say 'Send Now' if the invoice date is today's date, or 'Schedule to Send' if the invoice date is in the future. You can't send a New Invoice email for an invoice with a date in the past.

You can also see above this button that there's a note reminding you that you've configured the New Invoice email for this invoice.

Here's what the button looks like if the invoice date is today's date:

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And what it looks like for future invoices:

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FreeAgent will then automatically email the invoice to your client, using the template you set up.

How to see which invoices will be sent automatically

Go to the 'Work' tab, select 'Invoicing' and filter the list to 'Scheduled to email'.

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Other automatic emails

If you need to remind a client to pay, there is another type of automatic invoice email that you can set up to do this, and you can also set up an automatic thank-you email to go to customers who have paid you.

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