Emailing invoices using Front Desk 2018-07-13T02:39:11Z 2018-07-12T06:12:03Z 7762991 7762991 Emailing invoices using Front Desk 2018-07-13T02:39:11Z 2018-07-12T06:12:03Z Joshua joshua_7107288 With the higher cost of postage, emailing invoices through Front Desk is a straightforward way to reduce expenses and reduce time spent handling paper invoices.<br /><br />In this article, we will cover the following:<br />•&nbsp;&nbsp;&nbsp; Configuring email settings<br />•&nbsp;&nbsp;&nbsp; Creating email templates<br />•&nbsp;&nbsp;&nbsp; Configuring the biller email address<br />•&nbsp;&nbsp;&nbsp; Sending invoices from the patient file<br />•&nbsp;&nbsp;&nbsp; Sending invoices in bulk<br /><br /><b><u>Configuring Email Settings</u></b><br /><br />To use the <b>Email </b>features of Front Desk, confirm that your email settings are correctly configured in File &gt; System Information &gt; Email.&nbsp; <br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740356/7259-1fkw893_inlinepng1531375008" /><br /><br />If you specifically wish to send invoices through your business email system set the <b>MAPI </b>or <b>SMTP </b>options. If you have issues sending emails in bulk through your email provider, use the <b>Smartsoft Email Gateway</b> options.<br /><br />When using the <b>Smartsoft Email Gateway</b> it is important to set the <b>Sender Name</b>, the name used as the sender of your emails, and the <b>Reply Email</b> address to be able to receive any replies to your emails. Note that the email will come from <a href="" rel="nofollow"></a>, however the <b>Sender Name</b> and <b>Reply Email</b> will be as specified.<br /><br /><img src="" /><br /><br /><br /><b><u>Creating Email Templates</u></b><br /><br />With your email configured the next step is to create default <b>Email Templates</b> that will be used when sending invoices.<br /><br />Go to <b>System</b> &gt; <b>Standard Messages</b> &gt; <b>Standard Emails</b><br /><br />We suggest creating a separate template for <b>Invoices</b>, <b>Receipts</b> and <b>Statements</b>.<br /><br />&nbsp;<img src="" /><br /><br />Once these templates have been created, you can set default templates for Receipts, Invoices and Statements in <b>System Information</b> &gt;<b> Inv</b><b>oice</b> /<b> Statement Defaults</b>. This will save time and effort by automatically selecting the appropriate email template.<br /><br />&nbsp;<img src="" /><br /><br />If required, email templates can be overridden per practitioner on the practitioner file. <br /><br /><b><u>Configuring the biller email address</u></b><br /><br />To send invoices by email, the Statement/Invoice Preference on the Billing Details tab of the Patient file should be set to Email. Note that the Statement/Invoice Preference can be set per billing account. <br /><br />Front Desk will default to sending invoices to the email address listed on the General tab of the Patient File. However, if the <b>Billing Account</b> includes a third-party email address this will be used instead:<br /><br />&nbsp;<img src="" /><br /><br /><b><u>Sending Invoices from the Patient File</u></b><br /><br />There are multiple ways to email invoices from the patient file.<br /><br />Firstly, invoices can be emailed directly from the <b>Receipt</b> or <b>Bill </b>windows. As seen below, the ‘Invoice Template’ has been selected automatically for outstanding items, while the ‘Receipt Template’ has been selected when all items are fully paid. <br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740361/24389-10ezphu_inlinejpg1531375185" /><br /><br />Users can either <b>Send now using template</b> or <b>Edit before sending</b> if the email needs further customisation. <br /><br />For invoices that have previously been billed, email options are available when using the <b>Reprint</b> function on the <b>Transactions</b> tab.&nbsp; <br /><br />&nbsp;<img src="" /><br />&nbsp;<br /><br />After clicking the <b>Reprint</b> button, the easiest method is to select <b>All Outstanding Invoices</b> combined with the <b>Un-issued Invoices Only</b> option, as below:<br /><br />&nbsp;<img src="" /><br /><br />Clicking <b>Email </b>with this selection will email all invoices that have not previously been issued. An invoice is considered issued once it has been printed, emailed or exported to PDF.<br /><br />By scrolling across the <b>Transactions</b> window you can determine which invoices have already been issued. <br /><br />&nbsp;<img src="" /><br /><br /><br /><b><u>Sending Invoices in Bulk</u></b><br /><br />To send invoices and statements in bulk, go to <b>Reports</b> &gt; <b>Invoices </b>/<b> Statements</b>.<br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740365/24389-whdidc_inlinepng1531375276" /><br /><br />The options available are similar to the <b>Reprint </b>window, with the easiest selection being <b>All Outstanding Invoices</b> combined with <b>Un-issued invoices Only</b>.<br /><br />Once your selection has been made, click <b>Invoices</b>. This will display a window listing the invoices to be processed:<br /><br />&nbsp;<img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740366/24389-1l868ep_inlinejpg1531375302" /><br /><br />Click the <b>Email </b>button to process all the accounts marked with the ‘Email’ action.&nbsp; This will automatically send these invoices via email using the assigned template. <br /><br />Note: The ‘Action’ represents the patient’s preferred method of receiving invoices and statements, which can be either printed, emailed or both. This can be set for ALL patients by clicking the <b>Defaults</b> tab, otherwise it can be set per patient under <b>Billing Details</b>. article 2 3 1 comment 19636350 Oonagh responded to "Emailing invoices using Front Desk" 2018-07-13T02:30:18Z 2018-07-13T02:30:18Z Oonagh oonagh_bbb98d13tx7es <img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1740541/RackMultipart20180713-5909-vledn5-Capture_-_smartsoft_inlinePNG1531448862" />&nbsp;this is the window that comes up on my system. Do I need a newer version to be able to change the configurations? 0 19636362 Timothy responded to "Emailing invoices using Front Desk" 2018-07-13T02:39:11Z 2018-07-13T02:39:11Z Timothy tim_7104970 Hi Oonagh. I can see that you're running an older version of Front Desk. If you would like to send your invoices using the Smartsoft Email Gateway (and take advantage of the new email invoice functionality), please upgrade to the latest version of Front Desk. Software upgrades can be downloaded at&nbsp;<a href="" rel="nofollow" title="Link:"></a>&nbsp; 0