BizCortex documentation

Sending documents by email

Email quotes, orders, delivery notes and invoices with PDF, electronic invoice and public link.

Every document page has a send button ("Send by email", or "Finalize & send" on a draft invoice). The email uses the matching email template, the PDF is attached and the text contains the public link where the customer can view, download, accept or pay.

Sending documents by email
Screenshot of this screen

Who can use this

  • Owner
  • Admin
  • Accountant
  • Sales

Steps

  1. 1. Open the dialog

    Click "Send by email".

  2. 2. Recipients

    Recipients is prefilled with the customer email. Separate several addresses with commas. Empty = the document contact, then the customer email. Add addresses in "Copy (CC)".

  3. 3. Subject and message

    Leave Subject and Message empty to use the email template, or type your own.

  4. 4. Electronic invoice

    For invoices, switch on "Attach e invoice (XRechnung / ZUGFeRD)" to add the electronic invoice in the customer format.

  5. 5. Send

    Click Send. The email appears in the Emails tab with status Queued, Sent or Failed.

Fields and options

Attachments

The document PDF named after its number, and for invoices optionally the electronic invoice file.

PDF layout

Letterhead with your logo, address window, info block, fold marks, VAT per rate, legal notes (reverse charge, intra EU supply, export, small business) and payment terms with cash discount, footer with register, tax and bank details and page numbers. German or English by document language.

BCC

If Sales settings has a BCC address, every document email goes there too.

Good to know

  • Sending a quote sets it to Sent. Sending an order confirms it.
  • If the customer has no email address and you enter none, the email cannot be sent.
  • English PDFs still use German number formatting.

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