You can easily track, filter, and manage customers that would like to have their invoice mailed by using custom Tags paired with the Active Invoice filters.
By setting up a specific workflow, you can pull a list of all invoices requiring post mail in just a few clicks, ensuring no physical invoices are missed.
Create and Assign a "Mail Invoice" Tag
- Go to your system settings and create a new property tag labeled something like "Mail Invoice".
- Navigate to the customer accounts in question and assign this tag to their Property.
Disable Auto-Send Emails for These Customers
To prevent the system from automatically emailing an invoice before you have a chance to print it:
- Open the specific customer’s profile.
- Disable the Auto-Send Invoice setting. This ensures the invoice is generated cleanly in the system without triggering an automatic digital delivery.
Filter, Print, and Mail Batch Invoices
When it is time to run billing or check for outstanding mail-outs:
- Navigate to the Active Invoice screen.
- Use the search filters to Filter by Tags and select your "Mail Invoice" tag.
- The system will instantly pull a list of all active invoices associated with those specific properties.
- Select the invoices, print them, and prepare them for physical mail.
Update the Invoice Status
Once the physical letters have been dropped in the mail, select the printed invoices on your screen and bulk-update or mark their status as "Sent". This keeps your active queue accurate and prevents duplicate mailings.
Best Practice Tip: Make checking your "Mail Invoice" tag filter a standard part of your weekly or monthly billing routine to completely eliminate past-due oversights.