How Can I Configure Invoices in BuildOps to Auto-Populate Email Recipients and Default Terms?
Managing invoices efficiently in BuildOps involves understanding how to configure auto-population features for email recipients and default terms. This guide provides an overview of the steps required to set up these auto-population functionalities and ensure your invoicing process is seamless.
Auto-Populating Email Recipients in Invoices
To have email recipients auto-populate in the “Email to” dropdown when creating invoices, BuildOps uses email addresses configured at the customer or property level. Follow these steps:
Customer-Level Auto-Population
Navigate to the Customer record in your BuildOps account.
Add the recipient's email address as a Contact under the relevant customer.
Once added, this email address will appear in the invoice "Email to" dropdown for future invoices related to this customer.
Property-Level Auto-Population
Go to the Property associated with the customer in BuildOps.
Add the recipient's email as a Contact for that property.
The system will use this property's contact email as the default recipient for invoices linked to that property.
If no email address is configured at the customer or property level, you will need to manually input the recipient's email for each invoice.
Setting Default Terms for Invoices
While there isn’t a built-in auto-populate field specifically for Terms of Service on invoices, you can achieve consistent terms on all invoices using templates. Perform the following steps:
Open your BuildOps account and navigate to the Invoice Templates section.
Customize a template by adding the desired Terms of Service (e.g., in the footer or below the invoice totals).
Set this template as the Default Template for your invoices.
Using a default invoice template ensures that the terms are automatically included on every invoice generated with that template.
Troubleshooting Common Issues
Emails are Not Auto-Populating: Double-check that the recipient’s email address is correctly added under the customer or property contacts in your BuildOps account.