Managing invoice email messages

SECURITY  Security level with Admin permission to configure Finance, Accounting, & Invoicing. Refer to Admin security settings.

SECURITY  Security level with Admin permission to configure Contracts & Un-Posting. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Finance, Accounting & Invoicing > Invoices > Invoice Email Messages

NAVIGATION  Contracts > Tools / Setup > Invoice Email Messages

Do I need to create an invoice email message?

You can deliver invoices to all or selected customers via email. When you do this, the invoice is attached to an email message.

Autotask contains a default email template that is used if no other template is selected as the default, or assigned to a customer. You can customize this template, if you wish. To open the page, use the path(s) in the Security and navigation section above.

If you would like a different template for selected customers, you can create additional email messages and assign them to customers on the Invoice Settings page.

Option Description

Edit, Edit [Entity Name]

Puts the selected row into Edit mode or opens the Edit <Option> dialog. The fields that can be edited are usually the ones you populate when you create a new list item. Make your changes and click Save, or Cancel.

NOTE  On some pages, you may not be able to edit System options.

Set as Default

Sets the selected option as the system default. The default option is assigned to any item that does not have an option specified when it is created.

There can be only one default option. When you specify a new default, the default setting is automatically removed from the previously selected default. The newly specified default category will be applied to all items associated with the previous default category.

Activate/Inactivate, Activate/Inactivate [Entity Name]

New options are active by default.

  • When an option is inactivated, it is no longer available for use, but existing associations with other entities remain in place and in effect.
  • You will be unable to inactivate an option that is referenced elsewhere.

NOTE  Sometimes, the association that prevents inactivation is not obvious. For example, to inactivate a ticket status associated with Incoming Email Processing, you must select a different one first.

Delete, Delete [Entity Name]

The ability to delete an option is severely restricted. List options cannot be deleted if:

  • The option is a system option
  • The option is the default option where a default is required
  • The option is associated with (has been used for) an entity

IMPORTANT  To preserve data integrity, Autotask prevents deletion of entities that have dependent entities or are referenced elsewhere! If you are unable to delete an entity, you should inactivate it to make it unavailable for use.