Emailing Invoices
Before you can email invoices, you must create them. For information on creating invoices, please see the article linked below.
Single Invoice
The easiest way to send a single invoice to a parent is to send it from the family's transaction register. Each charge on the transaction register is linked to an invoice by the reference number, and each charge has a link to the invoice just below that same reference number. Click it to open the invoice, then click the Email button.
This invoice will be embedded in the email body, and will look similar to what you see here. It will also include your company name, address and logo at the top.
Send Button
The send button will send to whomever is the primary payer for this family, which is defined on the Payment Information page for each family. For more information on the primary payer, please click here.
Message
Before sending your invoice, you may want to add a new message or remove or modify the existing message. This message will be added in the email, just below the invoice. After modifying your message, make sure to tab or click outside of the message input, in order to trigger an update. When the message is successfully saved, you will see a temporary green highlight around the input.
Email History
When a message is successfully sent, Timesavr will keep track of the date and time, and this will be displayed just below the send button. If there was an error sending the message, the error will also be displayed.
Multiple Invoices
To email multiple invoices at once, go to Finance > Email Invoices. On this page you'll see listed all your active families, with their balance owing. Any families with a balance owing greater than $0.00 will be selected by default. This process assumes that you've first created your invoices. For more information on creating invoices, click here.
Invoice Date
The invoice date defaults to the current day, but can be set to any date in the past or future. The list of invoices generated will include all invoices up to and including your selected date. If you have enabled the option to "Calculate total due" then that total due will be calculated up to this date. This allows you to exclude future dated invoices from emailing and the total due.
Recipient
Your recipient options are primary payer, mother, father or both mother and father. The primary payer is recommended, and the value for primary payer is defined on the "Payment Information" tab, in the Financials section, for each family. If you do not specify a primary payer for a family, it is defaulted to the first parent.
Note: In Timesavr, although each parent has a customizable relationship label (mother, father, etc.), internally, the first parent is the mother, and the second is the father. So in the case of choosing your recipient for these invoices, if you choose "Mother" then the invoice will be sent to the first parent in each family, and if you choose "Father" it will be sent to the second parent within each family. This is because Timesavr is not capable of understanding the labels you may assign to each parent, so an assumption has to be made. For this reason, it is best to always choose "Primary payer" for your recipient as it can be predefined on each family.
Calculate Total Due
If you enable this option, the invoices will include any outstanding balance or credit on the account, as of the invoice date. Future dated transactions will not be included in this calculation.
A balance will be added to the invoice with the label "Previous unpaid balance", and a credit with the label "Account credit". The total due will include these values in the calculation. If you leave this option disabled, then only the line items and total for the current invoice will be included.
Message
Optionally, you can add a message to include on the invoice. Any message you type into the editor will be displayed just below the invoice on the email. After typing in your message, tab out or click outside of the input field in order to trigger an update. When your message is updated you will see a temporary green border around the input field.
Families
By default, all active families with a balance owing will be selected. You can unselect the families to which you do not want to send invoices, by clicking on the corresponding checkbox, or click "Unselect All" and then manually select only those families to which you want to send.
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