Overview
Weighsoft can be configured to automatically generate and send invoice emails to customers during an invoice run. This functionality depends on several configuration steps across accounts, contacts, mail templates, and mail run scheduling.
Non-Cash Account Setup
1. Account Configuration
To enable invoice emailing for an account:
Navigate to the account in question.
Click Modify (top-right corner).
Go to the Invoice tab.
Enable the Email Invoices option.
Click Save.
2. Contact Set Up
Invoices are emailed to contacts associated with the account or address, depending on how invoice grouping is configured.
If invoices are grouped by Account: Configure the contact at the account level.
If invoices are grouped by Address: Configure the contact at each address under the account.
Steps to configure a contact:
Select or create the contact who will receive invoice emails.
Enable the Receive Email Invoices option.
Ensure the contact has a valid email address.
Click Save.
📌Note: Only the first contact set for email invoicing will be used. Additional contacts will not receive emails, and it is not possible to assign specific contacts to specific invoice types.
3. Mail Template Creation
A mail template is required to attach invoice PDFs and format the email content.
To create a template:
In Weighsoft, go to Modules > Mail Run Tracker.
Click Mail Templates (top-right corner).
Click Create New Template.
Fill in the following fields:
Template Name – Internal reference.
Subject – Appears in the email subject line.
Invoice Run Type – Determines which invoice types the template applies to.
Template Type – Select Invoice.
Company – Choose the relevant company (if applicable).
Message – Email body content. Use tags like
[AccountName]to insert dynamic values.
Click Save when complete.
4. Scheduling a Mail Run
Mail runs are not sent automatically; you must schedule them.
Steps:
In Weighsoft, go to Modules > Mail Run Tracker.
Locate the mail run (unsent runs will show “No start date time specified”).
Click SET and choose a date and time for sending.
Click Set Start Time.
📌Note: Mail runs are processed by background services, which typically cycle every 10 minutes. Once scheduled, emails will be sent within that window.
5. Creating Missed Mail Runs (Backfill)
If the invoice run has already been completed and you need to generate emails retroactively:
In Weighsoft, go to Administration > Invoice Run Tracker.
Locate the relevant invoice run.
Click the Mail Backfill button.
This will scan the accounts in the invoice run and generate any missing mail runs based on current settings.
Cash Account Invoice Email Setup
For Cash accounts, the following steps must be done in addition to those above
1. Enable Auto-Invoicing on Full Payment
To automatically generate invoices when full payment is taken at the time of booking:
Navigate to Administration > Settings.
Select the Finance tab.
Click on Invoicing.
Scroll down to the Cash Full Payment Auto Invoicing section.
Enable the relevant settings.
2. Configure Email Alerts for Invoice Delivery
Once auto-invoicing is enabled, configure the system to email the invoice upon creation:
Hover over Administration and click Alerts.
Select the Customer tab.
Under the Email section, locate the Cash Job Creation options within the Skips and Material subsections.
If these options are enabled an email with the invoice attached will be triggered if full payment was taken when the job was created
3. Ensure Proper Cash Account Configuration
If you use a single cash account with each customer set under a separate address (also known as an "umbrella" cash account) the following steps should also be taken to ensure that invoices do not get sent to the incorrect recipients
Steps:
Navigate to the cash account.
Click Modify.
Go to the Invoicing tab.
Enable Email Invoices.
Set:
Grouping Level 1 to Address
Grouping Level 1 Trade to Address
Under each address:
Assign a contact with a valid email address.
Enable Receive Email Invoices for that contact.