Last updated: March 7th, 2024

How to Email Invoices from Sage 50

Sage 50 is a popular accounting software known for its broad compatibility across different kinds of mobile devices and computers. One of its most useful features is the built-in facility that allows you to create invoices and send them via email to your contacts. In this blog post, we will guide you through the process of emailing invoices from Sage 50, whether you need to send a single invoice or a batch of invoices.

Emailing a Single Invoice from Sage 50

To email a single invoice, follow these steps:

1. Open Sage 50.
2. Go to the Tasks menu.
3. Click on Sales/Invoicing.
4. Enter or select your customer ID. On selecting the customer ID, your default information will be displayed by Sage.

Note: If you have not created a customer profile, click on the Add New customer link. The Maintain Customers/Prospects window will open up, allowing you to enter the customer information.

5. Create the invoice.

Note: If you have already created the invoice, go to Lists > Customers & Sales > Sales Invoices. Then open the Sales Invoice List Window and select the particular invoice you want to send over email.

6. Click on Email.
7. Go to the Email Forms dialog box.
8. Click on Send.

Emailing a Batch of Invoices from the Sales/Invoicing Window

To email a batch of invoices from the Sales/Invoicing Window, follow these steps:

1. Open Sage 50.
2. Go to the Tasks menu.
3. Click on Sales/Invoicing. Sage 50 will display the Sales/Invoicing window.
4. Click on the Print drop-down box.
5. From the menu, click on Select Invoices to Print.
6. The Preview and Print filter window will appear on your screen.
7. While emailing invoices, you can select invoices not emailed before, invoices saved in the Sales/Invoicing window without any invoice number, or invoices sent previously.
8. By default, Sage 50 shows the first invoice number suggested in the field named Number the first invoice on the Preview and Print filter window. You can change the number if you want.
9. After you make the necessary selections, click on Print/Email. You may receive a prompt asking you to complete the emailing task.
10. After the invoices are sent via email, Sage 50 will display a prompt asking you if the invoices have been emailed correctly and if the journal can be updated. Check your invoices carefully and click on Yes if satisfied.
    • If you click Yes, Sage 50 will record the invoice numbers for the forms to the Sales Journal.
    • If you click No, the invoice numbers will be left blank, and the invoices will be sent again during the next run for invoices.

Emailing a Batch of Invoices from the Select a Report or Form Window

Another way to email a batch of invoices is through the Select a Report or Form window. Here's how:

1. Open Sage 50.
2. Go to the Reports & Forms menu.
3. Select Forms.
4. Click on Invoices and Packing Slips.
5. The Select a Report or Form window will appear on your screen.
6. Navigate to the Forms list.
7. Select the form that suits you the most.
8. Below the sample image in the Select a Report or Form window, you will see the Preview and Print tab. Click on it.
9. While emailing invoices, you can select invoices not emailed before, invoices saved in the Sales/Invoicing window without any invoice number, or invoices sent previously.
10. By default, Sage 50 shows the first invoice number suggested in the field named Number the first invoice on the Preview and Print filter window. You can change the number if you want.
11. After you make the necessary selections, click on Print/Email. You may receive a prompt asking you to complete the emailing task.
12. After the invoices are sent via email, Sage 50 will display a prompt asking you if the invoices have been emailed correctly and if the journal can be updated. Check your invoices carefully and click on Yes if satisfied.
    • If you click Yes, Sage 50 will record the invoice numbers for the forms to the Sales Journal.
    • If you click No, the invoice numbers will be left blank, and the invoices will be sent again during the next run for invoices.

Tips for Emailing Invoices from Sage 50

• Always double-check the email addresses of your customers before sending invoices to avoid any errors or delays in payment.
• Customize your email templates to reflect your brand and include any necessary information, such as payment terms or contact details.
• Keep a record of all emailed invoices for future reference and to ensure proper accounting.
• If you encounter any issues while emailing invoices, reach out to Sage 50 support or consult the software's help documentation for further assistance.

Conclusion

Emailing invoices from Sage 50 is a straightforward process that can save you time and streamline your billing operations. Whether you need to send a single invoice or a batch of invoices, Sage 50 provides multiple options to suit your needs. By following the steps outlined in this blog post and keeping the tips in mind, you can efficiently manage your invoicing process and maintain accurate financial records.

Frequently Asked Questions (FAQs)

What are the different ways to email sales invoices in Sage 50?

You can do any of the following if you want to email sales invoices in Sage 50:

1. You can email invoices one by one from the Sales/Invoicing window. To do this, click Email in the Sales/Invoicing window. Sage 50 will email the invoice to the destination specified and will also save the invoice.
2. You can email a batch of invoices from the Sales/Invoicing window in one session.
3. You can also email a batch of invoices in one session from the Select a Report or Form window.

Can I customize the email templates for invoices in Sage 50?

Yes, Sage 50 allows you to customize email templates for invoices. You can add your company logo, modify the layout, and include any necessary information to ensure that your invoices look professional and provide all the required details to your customers.

What should I do if I encounter issues while emailing invoices from Sage 50?

If you face any difficulties while emailing invoices from Sage 50, you can try the following:

• Check your internet connection to ensure that you have a stable network.
• Verify that the email addresses of your customers are correct and up to date.
• Consult the Sage 50 help documentation or reach out to their support team for further assistance.