Inventory > Sales or Purchases > Transaction Inquiry > Batch Email
Batch Email Overview
The SapphireOne Batch Email tool allows SapphireOne users to send or generate invoices in a batch email format. Moreover, any invoices, quotes, or transactions can be sent in batches to your chosen number of clients or vendors.
SapphireOne users have the capability to email sales and purchase transaction types directly from the inquiry screen, and they will be sent straight from SapphireOne. This can be set up with various email inquiry screens accordingly, such as Receivables or Payables within the Accounts mode, allowing for immense flexibility in the type of design output that you’ve predefined.
Initially, emails will always be produced as PDFs. SapphireOne users also then have the option to automatically attach the email attachment to the specific transaction it was sent from in the client or vendor record within the Document Management System (DMS), once the email is sent. As a result, users always have a permanent record of all emails produced from SapphireOne for their Clients, Vendors, Employees, Job Projects or any other related parties. Subsequently, SapphireOne automatically generates an email log for all emailed documents.
Specific Functionality Instructions
The SapphireOne Batch Email tool is an innovative and powerful solution that streamlines communication with clients and vendors, making the invoicing process more efficient. This tool allows SapphireOne users to send or generate invoices, quotes, and transactions in a batch email format, enhancing productivity and the overall user experience.
Users can create custom email templates with their own branding, tailored content, and desired layout within various email inquiry screens, such as Receivables or Payables within the Accounts mode. These templates can be saved and used repeatedly for consistent and professional communication.
Sending Batch Emails
Once the email templates are set up, users can then send sales and purchase transaction types directly from the inquiry screen. SapphireOne will send the emails as PDF attachments accordingly, ensuring a secure and universally accessible format.
Users can enable an option to automatically attach the email attachment to the corresponding transaction in the client or vendor record within the Document Management System (DMS). This feature creates a permanent record of all emails sent from SapphireOne, making it easy to track communication with clients, vendors, employees, and job projects.
SapphireOne automatically generates an email log for all emailed documents, allowing users to monitor their communication history and maintain accurate records.
Batch Email Screen
When the Batch emailing function is properly set up, users can access the batch email screen, where transactions from clients or vendors with the email option selected in their master file will be displayed. Users can then tick all relevant transactions from a single vendor and select ‘send’ to generate and send a batch email to the specific client or vendor.
- Smart Filtering and Grouping: Users can efficiently select and organise transactions based on specific criteria such as transaction type, date range, or client/vendor group.
- Scheduled Batch Emailing: SapphireOne allows users to schedule batch emails to be sent at a specified date and time, automating the process of sending recurring invoices, statements, or reminders.
- Detailed Tracking and Reporting: The tool keeps detailed records of all sent emails, providing insights into email performance, delivery rates, and recipient engagement.
- Improved Security and Compliance: The system supports encryption and password protection for PDF attachments, safeguarding sensitive financial data and ensuring compliance with data protection regulations.
In summary, the SapphireOne Batch Email tool offers a comprehensive and efficient solution for businesses to streamline their communication processes, improving productivity and customer relations. With its range of customisation options, automatic attachment features, email log generation, and advanced filtering and scheduling capabilities, this tool is an essential addition to the SapphireOne software suite.