--- title: Emailing Invoices and Statements slug: portal-sub/emailing-invoices-and-statements docTags: createdAt: 2026-03-04T12:03:14.744Z --- From Profile 8.4.66 onwards, you can send customers’ invoices and statements by email. This saves time and money. ### Requirements Email must be set up with your credentials, such as your practice domain and the email account you will be using. If you do not have this capability, we can provide you with it. Please note, there could be a high risk of patients considering these as spam because, with our email domain, the sender is “NoReply.yourPractice.myAccession.com” ### Configuration This is best done in association with Intrahealth. 1. Go to **Organization/Preferences/Internet/Email** tab. Please note, there is no capability to receive responses. 2. Select **Use Organization-wide Settings**. 3. Select by **Role** as appropriate to the organization. 4. **Copy To** other roles as required (may vary by organization). ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ujvNQqKM2I5ZXujUlEyxl_uqbxlphcdbwfthnsxw8qlo4gboh2b4d3vw.png" size="85" isUploading="false" initialPath="assets/uQbxlPhCDBwfthnSXw8qlO4GBOH2B4D3vw.png" githubPath="en/Financial/Invoicing and Payments/assets/uQbxlPhCDBwfthnSXw8qlO4GBOH2B4D3vw.png" position="flex-start" showCaption="false" indent="2"} The static parameters: - **Outgoing mail server**: smtp.sendgrid.net - **Port**: 587 - **Outgoing Mail Server Account Name**: apikey - **Organization E-mail Address**: no-reply\@myaccession.com :::hint{type="danger"} **Note** The myaccession.com domain has an association with SendGrid. Other domains used as a reply address would be considered suspicious by the receiving side and would most likely land in the Junk folder. Therefore, it’s better to use your own credentials (because SendGrid will be sending from many sources). ::: - **Outgoing Mail Server Password**: \[enter the SendGrid key provided by Intrahealth] :::hint{type="danger"} **Note** It is important that the **Use TSL/SSL** checkbox is ***not*** checked in 8.4, but when 8.5 is deployed, SSL will need to be enabled. ::: 5. Select the **Bulk Emails** tab. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/b9gqdmxYMTbeyDNCeICL3_pv4a11lb3o50b0qbvk5vdq00xgl2ktjaq.png" size="86" isUploading="false" initialPath="assets/PV4A11LB3O50b0Q_bVk5vdQ00XGL2KTJaQ.png" githubPath="en/Financial/Invoicing and Payments/assets/PV4A11LB3O50b0Q_bVk5vdQ00XGL2KTJaQ.png" position="flex-start" showCaption="false" indent="2"} 6. If desired, customise the text in the **Invoice** field and **Statement** field in the **Message Templates** panel. Print variables can be used. These messages will be sent with the emailed invoices and statement, when sent in bulk from the Control Centre. 7. Press **Active for all** to check the **Communicate by** checkbox for **E-Mail** for all patients who have an email address recorded. 8. In the Alter Patient window, the **E-Mail** field must be set up with the patient’s email address. Ensure the **Communicate by** checkbox for **E-Mail** is checked, if you didn’t use the **Activate for all** button in the **Bulk Emails** tab. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/gX6OocZRUmFJAv3daH1YF_rvugxtbl2kya9ussid4jum9xhsao5dxgq.png" size="82" isUploading="false" initialPath="assets/rVuGxTBl2KYa9uS_SID4JUm9XHSao5dXgQ.png" githubPath="en/Financial/Invoicing and Payments/assets/rVuGxTBl2KYa9uS_SID4JUm9XHSao5dXgQ.png" position="flex-start" showCaption="false" indent="2"} ### Workflow :::hint{type="danger"} **Note** Depending on your configuration, some invoices may include wording which refers to clinical procedures and/or services. When sending emails to patients, care should be taken to ensure that patient confidentiality is not compromised. ::: 1. Go to **Control Centre/Financial/Income**. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Mj3OZN7uLX2nZABrMjY5a_acl0laat8ptpo2zbm9u02p16vddumfka5w.png" size="81" isUploading="false" initialPath="assets/Acl0lAAt8pTpO2ZBM9u02p16vdDuMFKA5w.png" githubPath="en/Financial/Invoicing and Payments/assets/Acl0lAAt8pTpO2ZBM9u02p16vdDuMFKA5w.png" position="flex-start" showCaption="false" indent="2"} You will notice a new **Email** column. There is a green checkmark if an email is specified and the patient has indicated they want to communicate by email. Select the lines and click the **Email Invoice(s)** icon (highlighted) in the toolbar. This will send an invoice for the service to the guarantor of the invoice. If you selected non-email ready patients, a list will display, allowing you to print the remainder. If the **Email** column is not visible, go to the Financial Segment Filters window in the **Income** view to add it. 2. Go to **Control Centre/Financial/Find Accounts**. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Aw-gbtZS_mZ-5HJKbhlZF_hqwlb3e4p28or3zo3wef0lpm-pyhb4byw.png" size="86" isUploading="false" initialPath="assets/hqWlb3e4p28or3zo3Wef0LPm-pY_hb4byw.png" githubPath="en/Financial/Invoicing and Payments/assets/hqWlb3e4p28or3zo3Wef0LPm-pY_hb4byw.png" position="flex-start" showCaption="false" indent="2"} Use the same process as above to send a statement, using the **Email Statement** icon in the toolbar. 3. Go to **Display Transactions** for the patient to send invoices or statements to a single person. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/EtTJwi5Lg8TCFeQ00Wzju_fy6y0lkmvka5vu5edgcfspodmu07k-xzq.png" size="86" isUploading="false" initialPath="assets/fY6y0lkmVka_5vU5eDGcFsPoDMu07K-xZQ.png" githubPath="en/Financial/Invoicing and Payments/assets/fY6y0lkmVka_5vU5eDGcFsPoDMu07K-xZQ.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="info"} **Hot Tip** To save time, typing templates can be used to insert the required text. ::: :::hint{type="danger"} **Note** Because we do not process email responses, this should be considered a push-and-hope method. Email addresses might be typed incorrectly, discontinued or the emails might arrive but go to the spam folder. ::: *** ## Attachments ::File{src="https://api.qa.archbee.co/api/presign/zICxj0dnLereb6UUrBA3-/w2SBE5Q-cDjeCqf5HhdEp_6000241034-emailing-invoices-and-statements.pdf" label="Emailing Invoices and Statements.pdf" initialPath="../../../attachments-export/6000241034-Emailing%20Invoices%20and%20Statements.pdf" githubPath="attachments-export/6000241034-Emailing Invoices and Statements.pdf"}