You can choose to either have billing emails automatically emailed as and when they are generated, or you can send them manually.
Self billing invoices are emailed to the employee's registered email address as given in the Main details tab of their record, and also to the Self Billing Agency Email, which is configured in the Self Billing tab of the employee's record.
Automatic emailing self billing invoices
To automate the emailing of self billing invoices, go to Settings > Self Billing, select the Main details tab. Then, in the Email Options section, tick the top box, Send an email to an employee when an invoice is generated on their behalf. Scroll to the bottom of the page and click Save changes.
Manually emailing self billing invoices
To manually email self billing invoices, click Self Billing in the left-hand menu, then click the Self Billing sub-heading. This displays a list of all invoices. You can email in bulk by ticking each invoice in the list of invoices, and then clicking the Email button (fourth button along the top).
You can also email an individual invoice by clicking on in in the list. This opens the invoice details and, if you click the Email button at the top of the page, you are presented with three further options:
Include timesheets with invoice
Include expenses with invoice
Include invoice attachments with invoice
Tick the appropriate option(s), then click Send email.
Self Billing email tags
The following tags can be used in self billing invoice emails, either in the subject line or within the body:
%INVOICENUMBER% | Invoice number |
%AMOUNT% | Total value of the invoice including tax |
%EMPLOYEENAME% | The name of the employee who the self billing invoice is for |
%EMPLOYEECODE% | The employee code of the employee who the self billing invoice is for |
%EMPLOYEEACCOUNTINGREFERENCE% | The employee accounting code of the employee who the self billing invoice is for |
%PAIDDATE% | The date on which the invoice was paid |
%INVOICEDETAILS% | Prints a summary table showing the invoice number and amount including tax and the invoice period dates |
%INVOICEITEMBASICDETAILS% | Inserts a table showing all invoice items with their date and descriptions |
%INVOICEITEMDETAILS% | Inserts a table showing all invoice items with their date, description, quantity, net value and tax amount |
Emailing Self Billing Invoices as Attachments
Whenever you email a self billing invoice, the invoice will be attached to the email as long as the invoice itself has been approved. If the invoice has not yet been approved, then an email will be sent with a summary of the invoice but without the invoice attached.
Approval of Self Billing Invoices
You can choose to have invoices generated as approved or as a draft requiring approval. Approval is done by the employee, and this process is usually adopted when the self billing module is used more as an invoicing facility for the employees, giving them the control over when the invoice is sent to your organisation, and therefore not officially self billing. By default, self billing invoices are created as drafts. The employee needs to log into the system and click on Self Billing > Self billing, locate the invoice, and click on it to view it. They can then approve the invoice by going to the third button at the top - Actions - and from the drop-down menu, clicking Approve to approve the invoice.
To set the system to create invoices which are automatically approved, go to Settings > Self Billing > Main details, and, in the third tick box down, tick Auto approve invoices when they are generated.