If you mail copies of invoices to your customers, you can set up your account to have us hold invoices until they are ready to be delivered in bulk. Not only does this greatly save on mailing costs, but it also helps keep your invoices organized to your preference. Instead of sending multiple invoices every day for one or more of your customers, you can determine the parameters for when and how we send invoices for you.
Collaborate with your account manager to ensure the necessary settings are in place for you to send invoices by mail.
Once your company has access to postal invoice delivery, you will see the Invoice Delivery Preferences on your admin page.
- Navigate to your admin page by selecting Company/Account Information.
- Scroll towards the bottom of the page until you see the Invoice Delivery Preferences box.
- Under Invoice Delivery Method, you will need to have either “By postal mail” or “By postal mail if no email address” in order to see the Postal Preferences. If the selected method is “By email,” then you will not be able to utilize this feature. To do this:
- Select “edit.”
- Click the drop-down menu and select either one of the above-mentioned options.
- Click Update.
- Now you should be able to view this section:
Setting up your invoice delivery preferences
You can choose up to three preferences for invoices to be mailed in bulk:
- Minimum Total Amount of Invoices
- Postal Maximum Age
- Postal Days Before Month End
If just one of these three preferences is met, we will mail the collection of invoices to your customer.
Minimum Total Amount of Invoices
The first section is Minimum Total Amount of Invoices. This is where you can determine the minimum dollar amount for the totality of the invoices currently available. In other words, if you have multiple invoices ready for delivery, but you do not want to send them until they come to a total of, for example, $750, we will hold them from delivery until the total dollar amount of the invoices reaches $750. Once the total amount of the invoices comes to $750 altogether, we will mail them to your customer. A credit memo is calculated as a negative value.
Note: If you do not wish to have this as a parameter, you can set the amount to $1,000,000 so that it does not trigger to mail invoices by dollar totality.
Postal Maximum Age
The second section is the Postal Maximum Age. This setting triggers delivery for invoices based on the age in days. You would use this preference if you want to send an invoice a specific number of days after it becomes available. For example, if you want invoices to be delivered five days after they first become available, you would select “5” for this option.
Note: If you do not wish to have this as a parameter, you can set the day to “30” so that it does not trigger to mail invoices based on age.
Postal Days Before Month End
The last section you can use for your delivery preference is the Postal Days Before Month End. This option allows you to determine if there is a certain day of the month you wish to send invoices. For example, if you would like to have invoices delivered three days before the end of the month, you can select “3” from the drop-down menu.
Other options for delivery