Sales documents generated in Base or imported from external sources into the system (depending on preferences) can be sent to customers in messages, as well as shared on order information pages.

 

You can also transfer invoices to most marketplaces (for orders originating from them).

 

Sending invoices to customers 

To have the system automatically send invoices to your customers, follow these steps:

 

1. Create an appropriate email template 

You can add your own email templates in the Orders → E-mail/SMS templates section.

 

Detailed instructions can be found in the E-mail/SMS templates.

You can send invoices in a message in two ways:

  • as a link – simply use the [link_faktura_pdf] tag in the email template to display the invoice’s URL in the message. If you want it to be a text link, use: 

<a href=”[link_faktura_pdf]”>Link to invoice</a> 

  • as an attachment – configure the attachment settings at the bottom of the page in the email template editing window (in this case, pay attention to whether attachments are not removed by the recipient’s inbox).

 

If instead of invoices from the Base system you want to send:

  • invoices from external accounting systems – change the settings in the Integrations → Accounting program → Settings section (field Display invoice to customer (…) instead of Base invoice); 

 

Additional information can be found in the Online accounting systems integrations article.

  • invoices generated outside the system and added via API/from disk – make sure that such an invoice is already saved with the order before you send a message to the customer. 

 

2. Sending

You can send messages individually from the order card, in bulk from the order list, or using automatic actions.

 

For manual sending, simply select the appropriate, previously created message template:

  • on the order card in the Exchange of messages → Write a message section;
  • on the order list, after selecting the orders for which you want to send invoices, under the Send message button.

For the system to automatically send messages with an attached invoice, in the Orders → Automatic actions section, create an automation for the selected event performing the Send e-mail action and choose the template you created in step 1.

 

Remember that the invoice for the order must already be created before sending the email message.

 

You can read detailed instructions on how to create an automatic action in our article: Automation.

 

Transferring invoices 

For some integrations (e.g., Amazon, eMAG), it is possible to automatically transfer invoices directly to the marketplace platform. This option can be enabled in the Integrations → Marketplace account → Orders → Invoice – forwarding section.

 

Depending on the settings, this can be an invoice:

  • generated in the Base system; 
  • generated in an external online accounting system; 
  • generated outside Base and added as a .pdf file; 
  • generated in the ERP system and added to the Base system via API. Note – this option is only available for selected ERP integrations. To upload invoices via API, use the method https://api.baselinker.com/?method=addOrderInvoiceFile .

 

If there is a Base invoice and an invoice from an external accounting system for an order, the user can choose (Integrations → Accounting program → Settings (field Display invoice to customer (…) instead of Base invoice) which one should be used by default – sent to the marketplace account, to the customer, etc.

 

However, if there is an invoice added via API/from disk for an order, the invoice generated in the Base system will be ignored.

 

In the Integrations → Marketplace account → Orders → Invoice – forwarding section, the following options are available:

  • Yes, automatically push invoices once created (this option should not be selected for invoices added via API/from disk); 
  • Forward after transfer to selected status

If you generate invoices in the ERP system, be sure to select the Forward after transfer to selected status option (to ensure that the invoice added via API is already in the system at the time of transfer).

 

Remember to properly configure the Base system to:

  1. First add the ERP invoice to the Base system. 
  2. Then move the order to the appropriate status. 

If at the time of moving to the selected status there is no saved ERP invoice for the order, the system will send the Base invoice.

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