Qvinci RoyaltyHub - Sending Invoice Emails

Email delivery is an important part of keeping customers informed about invoices, payment status, and overdue balances. Qvinci RoyaltyHub provides several ways to send invoice emails immediately, schedule future notices, and automate communication for invoices that are created directly in the system or synced from QuickBooks.

Sending Emails When Creating an Invoice

When creating an invoice or recurring invoice, email options appear near the top-right area of the invoice setup screen after a customer has been selected. If the selected customer does not have an email address on file, the email options will not be available.

• Email the invoice immediately: Choose the option to email the invoice through Qvinci RoyaltyHub when the invoice is created.
• Send emails based on the due date: Schedule invoice notices to be sent before or after the due date, either once or on a recurring schedule.
• Combine both options: Send the invoice email when the invoice is generated and also schedule additional follow-up messages based on the due date.

Once an invoice due date has passed, the invoice notice is treated as an overdue notice. Scheduled notices cannot be sent before the invoice itself has been generated or created.

Sending Emails for Existing Invoices

If an invoice has already been created, open the invoice to send or schedule customer communications. To send a one-time message immediately, use the Send Email option. The type of email sent depends on the invoice status, such as invoice due, invoice paid, or overdue.

To schedule a series of messages or add overdue notices after the invoice has been created, use the Schedule For Later option. This allows you to build a notice schedule that matches the needs of the invoice and customer.

Automating Emails for QuickBooks-Synced Invoices

For invoices created in QuickBooks and synced into Qvinci RoyaltyHub, automated invoice and overdue email settings can be configured in Account Settings. These settings help determine which synced invoices should trigger customer emails and when those emails should be sent.

• All Invoice Sync: Sends an email for invoices synced from QuickBooks, including invoices that may already be paid. If an invoice has been paid, the customer receives an invoice paid email.
• Open Invoice Sync: Applies to open or unpaid invoices synced from QuickBooks. These settings do not affect invoices that have already been paid.
• Date limits: Set a cutoff date to prevent emails from being sent for older invoices that should not trigger new customer notifications.
• Customer type filters: Limit automated emails to customers with specific customer types.
• Invoice term filters: Restrict automated emails to invoices with selected payment terms.

Why a Customer May Not Receive an Email

If a customer reports that they did not receive an invoice email, review the invoice and customer setup before resending. Common causes include missing customer email addresses, notices scheduled before the invoice was created, invoice filters that prevent emails from being sent, or the customer’s email system routing the message to spam or junk folders.

Best Practices

• Confirm that each customer profile includes a valid email address before creating or syncing invoices.
• Use due-date-based schedules to automate reminders without manually tracking each invoice.
• Set date limits for synced invoices to avoid sending unexpected emails for older records.
• Use customer type and invoice term filters when only certain customer groups or invoice categories should receive automated notices.
• Review invoice status before sending a one-time email so the message matches the customer’s current balance or payment state.