Send Bulk E-mails
From Smartbilling
Sample procedure to create an e-mail template and send it to customers with overdue balances
Step 1: Create Email Template with a Template Type of ‘Customer’
- Go to <Configuration – System – Email Templates>
- Edit an existing template or create a new one ([+ New ])
- If you are creating a New template, enter a brief description so you can reference the e-mail (e.g. "Overdue balance, 1st notice")
- Select Template Type = Customer
- Click the [Save] button
- Click on one or more of the 'Language' tabs and enter the desired e-mail Subject text and Body text and click [Save] again.
Step 2: Prepare an import list of clients to send
- For this particular case (Overdue invoices):
- Produce an aging report – Filters for clients over 30 days – extract customer account numbers from the .csv export file
- If desired, repeat the above step for clients over 60 days, again for over 90 days, and finally for over 120 days & combine the results. (Note that you might want to send a different e-mail template for clients that have older outstanding balances)
Step 3: Prepare an Import file in .csv format
*no header row*
Column A: Customer #
Column B: 1 to send to the general email
Column C: 1 to send to the invoicing email
Column D: 1 to send to the e-mail addresses for each contact
Example:
| The following row value will send an e-mail to the Customer e-mail address on file for Customer ‘C0001’: | “C0001”,1,, |
| The following row value will send an e-mail to the Invoicing e-mail address on file for Customer ‘C0002’: | “C0002”,,1, |
| The following row value will send an e-mail to the e-mail address on file for each Contact associated with Customer ‘C0003’: | “C0003”,,,1 |
Step 3: Generate an Email Run
- Go to <Accounts – Customer>. On the Overview tab, click the [More] button & select ‘Send a Document’
- Select the appropriate Email template (i.e. the one you created with the ‘Customer’ Template Type)
- Browse to upload the .csv file you prepared
- Click the [Send] button.
