FBO Profile Set-Up

  • In order for a customer to be able to be emailed upon invoicing you will need to update the setting in your FBO Profile under FBO Settings.

  • In the FBO Profile scroll down to the FBO Admin Management menu and look for the 'Send email upon invoicing' setting.

    • Always - All customers that have an email set up in their profile will receive an email upon invoicing.

    • Never - None of your customers will receive an email upon invoicing.

    • Select by Customer Profile - This allows you to select the customers you want to receive the email upon invoicing.

      ** Note that this setting only applies to customer invoices NOT contract invoices.

      If you selected the option 'Select by Customer Profile' below are the steps to set up the customer you want to receive an email upon invoicing.

The Customer Account Set-Up

  • Begin by going to their customer profile under Company Data > Customer List

  • Then, input an email address in the 'email 1' field (you can add more than one email by separating them with a semicolon).

  • Scroll down until you see the setting 'Email upon invoicing'.

  • For that customer to receive an emailed copy of their invoice after closing out, this setting needs to be selected, then hit Save.

    As long as this setting is selected on the customer's profile they will receive their customer invoice or a customer version of their contract invoice after processing their payment.

    Contract Fuel Account Set-Up

    If your customer is paying with contract fuel and you would like the contract fuel account to be emailed a copy of the invoice, below are the steps to ensure they get their copy.

  • Begin by going to the contract fuel profile under Company Data > Contract Fuel

  • Then, input an email address in the 'email 1' field.

  • Scroll down until you see the setting 'Send email upon invoicing'

  • Select 'Always' if you would like them to receive the contract fuel version of the invoice every time or select 'Never' if you do not want them to receive the invoice.

    *Note that the customer will always receive a customer version of the contract fuel invoice and the contract fuel account will receive the actual contract invoice.

    Verify if your customer is set up to be emailed upon invoicing before closing them out.

  • After selecting the 'Payment' button on the invoice the system will take you to the 'PROCESS PAYMENT' screen.

  • If the setting 'Process and Send Email' is auto-filled in the PROCESS PAYMENT screen, then you will know that the customer is set up to be emailed a copy of their invoice after you process their payment.

    ** Please note that if a user unselects this setting while invoicing, the customer will NOT receive an email of their invoice.

    Confirm if the invoice was sent

  • Go to Notifications > Email Log

  • Look for your invoice under 'Attachment Name' and confirm if the status is sent.

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