How to Bulk Follow Up Emailed Customer Invoices | Latner Software Documentation

Bulk Follow Up lets you chase every unpaid invoice you have already emailed in one action, so overdue accounts get a reminder without you opening them one at a time.

Overview

Sending an invoice is only half the job - getting it paid is the other half. The Follow Up tab on the Bulk Email Invoices screen gathers the invoices you have already sent that are still open, so you can filter down to the overdue ones and resend them as a batch.

Lists invoices that have been emailed or marked as sent and are still Completed (that is, not yet paid).
Filter by branch, customer, payment terms and a Due Before date to isolate overdue accounts.
Resend the whole selection in one step, either to each customer's billing contact or to an internal Latner user.
Resends use your Resend Customer Invoice Email templates, so the reminder can read differently from the original.
Every batch is tracked on the Sending/Sent tab with a per-invoice status and the generated PDF.

Before You Begin

A few things need to be in place before you can follow up invoices.

Requirement	Where to Find It
Bulk Email Invoices screen permission	Security › Configuration › permission group, under Customer › Screen
Email Customer Invoice permission	Security › Configuration › permission group, under Customer › Options
Customer Invoice Email templates configured (at least From Email, Subject and Body)	Security › Settings › Email
Invoices already emailed or marked as sent, and still unpaid	Customers › Bulk Email Invoices › Unsent / Sending-Sent tabs
A billing contact with an email address on the customer	Customers › Customer Contacts

The Customer Invoice Email templates under Security › Settings. Resending is blocked until at least the From Email, Subject and Body are set

If those email settings are missing, the resend stops with a message such as 'The "Customer Invoice Email - From Email" setting has not been configured yet'. Set them once under Security › Settings › Email and every future batch will work. The separate Resend Customer Invoice Email settings let you give reminders their own wording; when they are blank, the standard invoice email templates are used instead.

Following Up Invoices

Step 1 - Open the Follow Up tab

Go to Customers › Bulk Email Invoices and select the Follow Up tab. It lists invoices you have already sent that remain unpaid. Use the Due Before filter (together with Branch, Customer Name and Payment Terms) to narrow the list to the accounts you want to chase.

The Follow Up tab on Bulk Email Invoices - already-sent invoices that are still open, with a Due Before filter for chasing overdue accounts

Step 2 - Select the invoices and choose Resend Invoices

Tick the invoices you want to follow up, or use the header checkbox to select every invoice matching your current filter. Then open the Options menu (top right) and choose Resend Invoices.

Selecting individual rows resends just those invoices.
Selecting all resends every invoice that matches the filters currently applied, not only the ones visible on the page.

Select the invoices to chase, then choose Options › Resend Invoices

Step 3 - Choose who receives the reminder

The Bulk Resend Email Invoices dialog opens with a single required field, Recipient. It defaults to Customer Billing Contact, which sends each invoice to the email on that customer's billing contact.

The Bulk Resend Email Invoices dialog - Customer Billing Contact is the default recipient

The two recipient options are:

Customer Billing Contact - sends each invoice to its customer's billing contact email.
Latner User - redirects the whole batch to a chosen internal user instead of the customers. Handy for previewing the run or routing reminders to a collections team member.

The Recipient dropdown - send to the customer's billing contact, or redirect the batch to an internal Latner user

Step 4 - Pick a user (only for Latner User)

If you choose Latner User, a required User field appears. Search by name or email and pick the person who should receive every invoice in the batch. Leave this on Customer Billing Contact if you want the reminders to reach your customers.

Choosing Latner User reveals a required User field - the whole batch is sent to that person's email instead of the customers

Step 5 - Save

Click Save. Latner confirms with a Sending Emails message, queues the batch as a background run and switches you to the Sending/Sent tab to watch it process.

After Sending

A new bulk run appears on the Sending/Sent tab, showing Total, Completed and Failed counts, who sent it and when.
Expand a run to see each invoice's send status, the generated invoice PDF and the destination email address.
Each invoice keeps a PDF snapshot of exactly what was sent, so you have a record of the reminder.
Resending does not change the invoice status or remove it from the Follow Up list - an invoice stays on Follow Up until it is paid, so you can chase it again later.

The Sending/Sent tab lists every bulk run with its progress and totals

Expand a run to see each invoice's send status, the generated PDF and the destination email

The reminder goes out immediately once the run starts - there is no draft or approval step. Use the Due Before and customer filters to be sure you are only chasing the invoices you mean to, and consider the Latner User recipient to preview a batch before it reaches customers.

FAQs

An invoice I want to chase isn't on the Follow Up tab. Why?

The Follow Up tab only shows invoices that have already been sent (emailed or marked as sent) and are still Completed. If it has never been sent it sits on the Unsent tab; if it has been paid it drops off the list entirely. Credit notes are never shown here - only invoices can be followed up.

Does resending change the reminder wording?

Yes, if you set it up. Resends use the Resend Customer Invoice Email subject, body and sender settings under Security › Settings › Email, so a follow-up can read as a reminder rather than a first send. If those resend settings are blank, the standard Customer Invoice Email templates are used.

A run shows a Failed status. What do I do?

Open the Sending/Sent tab, expand the run and click the Failed status on the invoice to see the error message - a common cause is a missing billing contact email. Use the Failed quick filter to find problem runs quickly, fix the underlying data and resend those invoices.

Can I send the batch to myself first to check it?

Yes. Choose Latner User as the recipient and pick your own user. The entire batch is sent to your email instead of the customers, so you can confirm the wording and attachments before sending for real.

I don't see the Bulk Email Invoices screen or the Resend option.

Access is controlled by two permissions: Bulk Email Invoices to see the screen and Email Customer Invoice to send. Ask an administrator to enable them for your permission group under Security › Configuration. Resend Invoices also only appears on the Follow Up tab once you have selected at least one invoice.

Watch the Demo

Prefer to watch it? Step through the same flow here.