OPTIMISATION

Bulk Correspondence

Optimise sending invoices and statements in bulk

Overview

The main feature of Bulk Correspondence is sending invoices and statements in bulk to your clients.  Smart and efficient invoicing distribution can help reduce internal processing time, fast-track the delivery of multiple invoices, provide convenient payment options and also reduce the costs involved in sending invoices where delivery is still done by post.  

Consider how much time is currently spent by your staff to print, fold and post each invoice and statement to your clients. The cost of pre-printed stationary and postage all adds up, however nothing is as crucial as getting invoices out on time to clients for payment.  

This process aims to streamline your invoice sending ability, clients receiving their invoice moments after it has been approved and posted. Setting up Bulk Correspondence can help you leverage this capability.  

SMTP Functionality
Get your IT team/provider involved by setting up SMTP capabilities on your environment.  It is important you put steps in place to prevent your bulk emails to be identified as spam.

For more information, please refer to our Technical Guide for SMTP Configuration.

Note: You don’t have to wait until that is resolved before you start the process. You can start by taking advantage of our new REPX layouts, allowing you to format your narrations on your invoices.  

Check out the Implementation Process in the next Tab to see what is involved and get started today.

Implementation Process

Step 1: Install APS Practice Management 11

Please ensure you have upgraded to Practice Management (PM) 11 before you continue.

You can find more information here >

Important upgrade notice
Before you upgrade, please check if you have customised templates and keep a copy/backup of this file.  As of PM 10, you are able to save these files on a different location on your network to avoid them being replaced in future.

  • Invoice file (apinvoice.dll)
  • Receipt file (advrec.dll)
  • Customised statement file(s), *statement.dll or *statement.rpx

NOTE: It is imperative that you make a backup of these files. The PM version 11 application install will REPLACE these files with the standard application files.

Step 2: Upgrade templates to REPx

By upgrading your DLL invoice and statement files to REPX, you enable the ability to have rich formatting in standard narrations.  It is also the time to review your current invoice and statement templates and consider any changes.

You can find more information here >

Step 3: Database configuration

In this step you will be able to update JOE Admin access rights and SUPS settings required.  You will need SMTP setup information from your IT department before you can start.

SMTP setup
Get your IT to set up SMTP on your environment.  It is important you put steps in place to prevent your bulk emails to be identified as spam.  Once you are blacklisted, it is very difficult to get this reversed.  Please find the SMTP setup guide for more information.

Sender email address
Confirm the “insert email sender address email” email address that correspondence will be coming from, all users that will be emailing can send on behalf of this account.

Emails for accounts
Determine what email field you want to use for sending invoice and statements to your clients’ accounts department.  We recommend setting up a new attribute called “Email for Accounts” that holds the email address to be used for invoice and statement correspondence.    

Refer to the Configuration Guide for detailed setup information.

Step 4: Testing

Review and test the new invoice and statement layouts as well as testing the SMTP process.  Ideally this should be done in a test environment, but if this is not possible, ensure to follow our recommended steps for testing in production.  Allow 2 weeks for testing to plan for additional changes that may be required to the layouts.

Testing invoices and statements with the following scenarios:
  • Every billing Entity & Client Type (Company/Individual/Trust/Partnership etc) – for both new and existing Invoices
  • Single and multi-pages as the second page have different configuration
  • Long client names & large address blocks
  • Confirm details in header; e.g. Invoice Due Date / ABN / Practice Details
  • Confirm details in the remittance; e.g. Bank Details / Invoice ID / Phone or Postal details / Portal links

Step 5: Go Live

Once your database is set up and all tests have run through with no errors, you can update the SUPS settings to start using REPX templates and Bulk Emailing.   Ensure that all users that are involved in the billing process gets an overview of the new features within central console, fees and debtors.

Training

Resources

Complete user guide for Bulk Correspondence

Correspondence is an addition to Practice Management Version 10. It provides the frameworkto setup templates by entity to control the invoice and statement layouts, and bulk e-mailingparameters, if necessary. Email templates can be used to send multiple emails using embeddedimages as a merge template. It also allows you to set a default type and email per Entity.

Download guide
VIDEO

Overview on Bulk Correspondence

The days of manually entering receipt information are over with the new receipt import function available with Practice Management 11.

Frequently Asked Questions

Do I have to be ready to configure Bulk correspondence before upgrading my templates?

No, you can move to REPX invoice and statements to take advantage of the new formatting in Standard Narrations and change the look of your invoices when printing, as well as configuring the layout for emailing your invoices one at a time.

Can I send invoices and statements to multiple emails at the same time?

Yes, although you can only select one email field to be use for bulk correspondence, you can set it up as a ‘multi instance’ field, which means you can add multiple emails to that one field.  Ensure that you add the additional email as another record.

In what format is the invoice and statement sent by email?

Invoices and statements will be sent as 1 attached PDF document to the nominated email field.   If the same entity has 2 different Invoices, the Invoices will be sent as separate PDF attachments in 2 separate email, (there is no function to combine multiple PDF attachments to 1 email).

Request Assistance

Follow the link below to request assistance. Before you begin, please take special note of the Terms and Conditions below.

Terms and Conditions

  • Expect a 2-4 week turnaround time for new design templates from time of receiving all required information and files.
  • Any out of scope work will be communicated and quoted separately before incurring additional cost.