Stay on top of invoicing and save time by creating invoice templates that can be automatically generated for your order-related tickets.

This help file will guide you through how you can use Invoice Templates in your eDesk account.

Before you start

 
  • You’ll need to have at least one Invoice template created in eDesk. To find out how to add one, click here.
  • You’ll need to have access to Templates in your Settings in order to view, create and edit templates. If you don’t have access, you can request it from an Admin user within your business.  

01 Send an invoice as an attachment to an order-related ticket

This is a very simple scenario, you just received an email from a buyer requesting their invoice and you’re looking to send it to them. There are 2 ways to attach your invoice from the ticket in the Mailbox.

  1. Click into the Reply box and choose the Attach invoice option in the toolbar. The invoice will be added as an attachment to the message. 

  2. Click on the dropdown menu from the order that is attached to the ticket and choose Send invoice to customer. The invoice will be added as an attachment to the message. 

Note: If there is no invoice created for the channel, then the Attach invoice and Send invoice to customer options will not show. Those options will also not show if there is no order attached to the ticket. 

02 Send an invoice through an eDesk template

Within eDesk, you can create Templates, which are pre-written responses that you can use to send a personalized message at the click of a button. To find out more about setting up templates in your account, click here. 

Now, let’s say that you want to attach the invoice to your template so that your nice, pre-written message can be sent in one click along with your invoice. You can set this up very easily by following the instructions below:

  1. Go to Settings → Smart Tools → Templates.
  2. Select the existing template you want to attach your invoice to or create a new one from scratch.
  3. Scroll down to attachments and tick the box Attach Invoice.
    • If you have selected Channels under Usage Conditions for a template but do not have an Invoice Template created for that channel, the selected channels will be removed from the Usage Conditions.
    • Similarly, if you tick "Attach Invoice" and then go to select channels, only channels with an existing Invoice Template will be selectable.
      This ensures that invoices are only attached to messages where a valid Invoice Template exists for the chosen channel.
  4.  Save Changes
  5.  Sending the template with the attached invoice to a customer is the same as sending a normal template: 
    Select the template from the drop-down in the Reply Box or use the _ shortcut key as usual to quickly insert the template.
    The invoice will be automatically attached and sent along with the response.

Further Reading

If you would like to find out more about creating Invoice Templates, click here. 
To find out more about automating your Amazon invoicing through Amazon VAT Calculation Service (VCS), click here.