Various approaches exist for sending statements or emails to customers within Sharper. It's crucial to understand that sending statements prompts customers to log in to the Customer Portal, while sending an invoice directs them to a secure page for making payments without logging in. This guide details all available options and their implications.
Invoice Generation in Bulk
The first opportunity to send invoices or statements are sending them as they are initially generated. There are multiple ways to do this in SharperMMS.
Remember to use the Preview function in combination with the Rent Roll to check billings prior to using Generate for invoicing!
NOTE: These are instructions for Bulk Generation which is different to how to generate manual invoices. Please refer to: Manual Invoices - for manually generating invoices.
To generate invoices in CRM → Invoices → Generate Invoices, there are 2 toggles to choose from: Email Invoices and Email Statements.
Select either one to send or you can select both and Sharper will send them all invoices and a statement.
Fill out the necessary fields in this selection form and select Preview or Generate in the bottom right. Let this page run until invoices are finished generating.
For detailed instructions on the billing process please refer to: CRM - Billing Process
For troubleshooting invoice automation settings refer to: Managing and Troubleshooting Invoices: Creation, Duplication, and Automation Failures
If a customer says the invoice email arrived but the payment link inside it doesn't work, see How-to Troubleshoot Payment, Deposit, e-Sign, and ACH Links Not Working
Various Areas Throughout Sharper
There are multiple ways to send out invoices or statements from Sharper.
Invoices in the CRM Module
Option 1 - Sending a single invoice
While in CRM->Invoices, Search for the invoice using the customer's name or invoice number.
To the right of the invoice, click the
three dots.
Select Email Invoice.
Option 2 - Filtering and sending multiple invoices
While in CRM->Invoices, Filter by clicking the filter icon directly beside the Search field.
Filter the invoices you want to see by choosing options among Invoice Type, Booking Type, Customer, Status, Date, Sent Status, or if it has a Virtual Product inside the invoice.
To the left of these invoices, click the Checkboxes. Or you can select the Checkbox showing at the top left-hand corner. This is the 'Select All' Checkbox and will select all invoices showing on this screen only.
Select Email Invoice(s) among the options at the top.
Invoices in the Reservation
This will be available for all reservations types in Sharper. The example below will be for reservations in the Marina module but same process will apply in the Booking and Campground modules.
Click the Marina module on the left-hand side.
Select Reservations using the ribbon at the top.
Search for the reservation and select the reservation to view the reservation's summary screen.
Towards the top right-hand corner select Transactions then select Invoices.
To the right of the invoice you wish to send, select the
three dots and click Send Invoice.
This area of Sharper will only show invoices that were generated from the reservation currently being viewed.
Statements in the CRM Module
Option 1- Sending a single statement
While in CRM->Customers, Search for the customer's name using their name or email address.
To the right of the Customer, click the
three dots.
Select Email Statement.
Option 2- Filtering and sending multiple statements
While in CRM->Customers, Filter by clicking the filter icon directly beside the Search field.
Filter the Customers by Customer Status and Has Default Payment Method,
To the left of these customers, click the Checkboxes. Or you can select the Checkbox showing at the top left-hand corner. This is the 'Select All' Checkbox and will select all invoices showing on this screen only.
Select Email Statement(s) among the options at the top.
It may be more efficient to send multiple statements or invoices using the 'Email Documents - After Bulk Invoice Generation' steps further above this guide, but these options are still available to you.
Any automatic sending of invoices or statements will need to be setup by a Sharper employee. Please put in a ticket if you wish to take advantage of this option.