Sending Managed Print Invoices Automatically
Managed print invoices are emailed to the customer as soon as they are raised. Choose who receives them, switch sending on or off, and decide who in your team is told what was sent and what was not.
What happens when print billing runs
On each customer's billing day, Plenix raises their managed print invoice and emails it to the customer straight away. Your finance team then gets a report of the run.
Running print billing by hand from the Printers page does the same thing.
Nothing is charged automatically. Sending the invoice and collecting payment are separate steps.
Who the invoice goes to
Plenix uses the first of these that the company has:
- The company's invoice recipients (one address or several).
- The billing contact.
- The primary contact.
- The company email address.
Anyone on the company's Always copy in (CC) list is copied on every invoice.
To set this, open the company, go to Billing → Payment Settings and find Invoice Delivery:
- Send invoices to – type an address and press Enter or Add. Add up to 10. Leave it empty to use the billing contact, then the primary contact, then the company email.
- Always copy in (CC) – people copied on every invoice.
- A line underneath shows where invoices currently go, and where that address comes from. If the company has no address at all, a warning tells you so.
Click Save.
Switching automatic sending on or off
For the whole workspace: go to Accounting → Settings, find Invoice Defaults and tick or untick Send managed print invoices automatically. It is on by default. When it is off, invoices are raised as drafts for you to review and send yourself.
For one customer: in the company's Billing → Payment Settings, set Managed print invoices to one of:
- Follow the workspace setting
- Always send automatically
- Never send automatically — keep as draft
The company's setting wins over the workspace setting.
The report your finance team gets
After every run that raises invoices, each person on the invoice notification list gets:
- One email listing every invoice: those sent, with the addresses they went to, and those not sent, with the reason and what to do.
- An in-app notification for each invoice that was not sent, which opens that invoice.
- One in-app notification summarising the invoices that were sent.
An invoice is not sent when:
- Automatic sending is switched off for the workspace or for that customer. Open the invoice and click Send Invoice.
- The customer has no email address – no invoice recipients, billing contact, primary contact or company email. Add any one of them, then open the invoice and click Send Invoice.
- The email was not accepted by the mail server. The report shows the error. Check the address, then send it again from the invoice.
The same reason is shown at the top of the invoice itself until it is sent.
Choosing who gets the report
Go to Settings → Notifications and find Invoices — sent and not sent.
- By default the report goes to your administrators, plus anyone whose role is Finance or Accounts.
- Click a person to add or remove them. Once you change the list, only the people you picked receive it. Reset to default goes back to administrators plus Finance and Accounts.
- Under Other email addresses, add a shared mailbox such as accounts@yourcompany.com, or someone without a login such as an outside accountant. They receive the email only.
Only administrators can change this list.
Tax and payment reference
If your workspace has a default sales tax rate (Accounting → Tax Rates), it is added to managed print invoices. If there is no default rate, the invoice is raised without tax. Each invoice also carries a payment reference, like any other invoice.
Where to go next
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