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Summary

Emailing

Looking for an easy way to email your invoices? With Invoice Manager for Excel (namely Uniform Invoice Software) installed, any invoices created by using our templates could be easily sent to the client electronically with just one click of mouse, in any format you choose - PDF, Excel sheet, PNG image. This bypass traditional paper invoices.

Invoice Manager for Excel (namely Uniform Invoice Software) supports SMTP email servers as the sender.

By default, the "Extract/Email" button extracts invoice only - i.e. copy the current invoice to a separate Excel spreadsheet file. If you want to send invoices via email using this button, follow the procedure describe below.

  1. Click the "Settings" button on the "Invoice" ribbon tab.
  2. Go to the "Extract / Email" tab.
  3. Click and activate "Send invoice via email".
  4. There are invoice format you can choose form: "Attach PDF invoice to email", "Attach Excel invoice to email" and "Attach image (PNG) invoice to email". Choose the proper one you like.

    Generally, PDF invoices are recommended as it is the widely accepted business document format, as detailed here. On the other hand, emailing invoices in Excel spreadsheet format to your clients is not recommended.

  5. Set up your email server configurations - SMTP server, port number, email account user name and password. You could obtain these information from your email service provider.
  6. The "Email from" field is what you customer will see on the "from" field when they open your email.
  7. The "BCC to" field allows you to specify a BCC email address ("Blind Carbon Copy"). This should be one of your own email address. If you specify one, Invoice Manager for Excel (namely Uniform Invoice Software) sends email not only to your client (email address obtained from invoice, or customer record), but also to the BCC email address for your own records. It is recommended that you fill in this field.
  8. Click the "Email Template" button to view or edit the content of your invoice email. The "##invoiceid##" and "##balancedue##" are two variables - they will be replaced with actual values when building an email.
  9. Click "Send test email" to verify that the options you set on this page works correctly. Make sure you clicked the "Apply" button before clicking the "Send test email" button.
  10. If you check the "Request return receipt" option, Invoice Manager for Excel (namely Uniform Invoice Software) set this flag with your email. Note that there is no way to force your clients to return a receipt - that is they may choose to not sending the receipt. When delivering a message to a recipient's computer system there is no way to force that computer system to issue an acknowledgment to the sender.
  11. Click "Apply" to confirm the email settings.
  12. Click "Close" to close the "Settings" dialog box.

From now on, the "Exact / Email" button will email invoice to the client in the format you specified (PDF, Excel spreadsheet, or PNG), instead of exacting an invoice or receipt. This "Send with email" command is also available on the "Invoice Edit" window.

Here are our templates closely related to Email Invoices with One Click of Mouse.

Invoicing Template to Email

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Invoicing Sample to Email

Many templates here on InvoicingTemplates.com has the "Email" field on the "Bill To" or "Client Info." section. By adding this to the billing form, new customer accounts created by clicking the "Save As New Customer" button (or the "Save New Customer" button on the task pane) could have the email address saved too. Otherwise, you have to go to the "Customer Edit" or "New Customer" window to set the email address for customers.

Basic Sales Invoice with Blue-violet Gradient Background

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Basic Billing Format with Blue-violet Gradient Background

The "Amount" column on this field is manually editable on creating invoices. This is archived by removing all the formulas from the column, and then unlock the cells so that they are editable when the template is protected.

Invoicing Template with Watermark of New York

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Invoicing Template with Watermark of New York

The "Paid" and "Balance Due" cells, which are put inside the printable form in the default template shipped with Invoice Manager for Excel (namely Uniform Invoice Software), were now moved out of the "Print_Area" section. This simplifies the form layout. If you need to keep these fields on the printed bills or the PDF version, move them back by following the instructions detailed in the "Create Invoice Template" document.

Blank Service Invoice Template with Image Border

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Blank Service Bill Format with Image Border

This blank invoicing format also has the number of taxes set to one. To change the taxing configurations, click the "Settings" button on the "Invoice" worksheet, and then go to the "Taxes" tab. You can set your tax names, such as "VAT", "PST" or "GST" etc., as well the corresponding tax rates.

Farm Invoice Template

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Ranch Billing Format

The template also offers a "Taxable" checkbox column, which is placed outside of the printable area. In Excel sheet, the "Print_Area" range name defines what content to print when you execute the "Print" command. You can move the "Taxable" column into the printable area, i.e. the main area on the center of the "Invoice" sheet, by following the steps described on customizing invoice template - moving cells and controls.

Dog Walking Invoice Sample

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Dog Walking Invoice Sample

We also deleted the "City, ST ZIP" and "Country" fields from the "Bill To" section, and added an "Email" field. Now Invoice Manager for Excel (namely Uniform Invoice Software) supports email invoices in PDF or image format, so the email field is important.

Advanced Sample - Email Is Required Before Saving Invoice

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Advanced Format - Email Is Required Before Saving Invoice
  1. First open your invoice template as usual.
  2. Press ALT+F11 on keyboard to open the macro editor (Visual Basic for Applications editor).
  3. Add a reference to "UniformInvoiceSoftwareHelper": click the menu "Tools" / "Reference"; on the "References - VBA Project" dialog box check "UniformInvoiceSoftwareHelper" and then click "OK".
  4. Create a new module by clicking the menu "Insert", and then "Module".
  5. Copy & paste the following code into the editor.
    
    Option Explicit
    Public Sub NewSaveToDBProc()
        
        If Range("oknWhoEmail").Value = "" Then
            MsgBox "Please enter email address in the 'Bill To' section.", vbExclamation + vbOKOnly, "Save Invoice"
            Exit Sub
        End If
        
        UISClickProc ("oknCmdSave")
        
         
    End Sub
    
  6. Click menu "File" and then "Save".
  7. Click menu "File" and then "Close and Return to Microsoft Excel".
  8. Click the "Design Mode" button on the "Invoice" worksheet.
  9. Right-click the "Save To DB" button, choose "Assign Macro..." from the shortcut menu.
  10. On the "Assign Macro" dialog box, click and choose "NewSaveToDBProc" (which is the procedure name we created in the previous steps).
  11. Click "OK" to assign this new macro to the button and close the "Assign Macro" dialog box.
  12. Exit design mode by clicking the "Design Mode" button again on the "Invoice" worksheet.
  13. Save the template by clicking the "Save" button on Excel quick access toolbar.

Generic Sponsorship Invoice Sample

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General Sponsor Invoice Sample in Excel

This is a general invoice sample, which means the template could be used by many entities like individuals, sport teams, philanthropy organization, music events etc. The template has only one column of the "Description" fields, where you can write down anything you think necessary to be put on the invoice, like any contract, agreement, marketing plan, sponsorship level description. As detailed on How To Get Your Sponsorship Invoices Paid On Time, it is necessary to make everything as clear as possible.

Bill Format for Dental Clinic and Denture Laboratory

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Bill Format for Dental Clinic and Denture Laboratory

This dental receipt sample also features two images in additional to the logo image located on the top-left. The first image is visible when you are filling an invoice - a tooth carton image on left-bottom, which is inserted into this dentist receipt format sample as a shape object. The second image is not visible when you are creating invoices using the form, but will show on top-right on the bills, which features a doctor / dentist and along with a dental chair. This second image is added as a background image. It shows only on printed bills and receipts, or PDF dental invoices created by using Invoice Manager for Excel (namely Uniform Invoice Software). See invoice template images for more samples on this topic.

Translation Service Receipt

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Translation Receipt Template

If you need more, such as automatic numbering, tracking and logging, co-working, or even sharing via Internet so that you can work remotely, simply install Invoice Manager for Excel (namely Uniform Invoice Software).

Dance Teacher Bill Sample

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Dancing Teacher Invoice Format

The template has 8 lines and 4 columns on the detail section, where you can itemize what to charge for. For example, "Ballet Starter lesson". The "Amount" (i.e. "Line total") is calculated from "Hours" and "Rate". So this template is a member of invoice template billable hours, where you can find our templates created for hourly work, including timesheet and templates for consultants.

Bill Format for Painting Service

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painters invoice template

While the title of the current template is set to "INVOICE", you can easily modify it to be a work order by moving out cells like "Total Due" and "Paid" to the area out of the printable invoicing form.

Business Invoice with Customer-Specific Discounting

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Business Invoice Template with Customer-Specific Discounting

With this business invoice template you can assign each customer a specific discounting rate. This rate is saved with other customer information such as street address and email. On creating invoices if you choose a customer, its discount level / rate is retrieved and applied too.

Home Inspection Invoice Sample

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Home Inspection Bill Form

This home inspection invoice template includes a watermark of an image that shows a house, a paper of checklist and an inspector. The watermark is added to the top-center of the spreadsheet form, and is available on both the printed hard copy and PDF invoice sent via Email.

General Service Invoice

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General Service Invoice

As a service invoice template, this form does not contain the shipping address section, just like other generic service invoice samples here on InvoicingTemplate.com. For more samples on general invoices, visit General Invoice Templates.

Australian GST Invoice Template

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Australian GST Billing Form

Australian GST Invoice Template was designed according to the guidelines of Australian Taxation Office "How to set out tax invoices and invoices (NAT 11675)". While this is sample invoice template, like all the other blank invoice templates available here on InvoicingTemplate.com, is also created from the default sales invoice template shipped with Invoice Manager for Excel (namely Uniform Invoice Software), we've customize the template to meet the standards recommended by Australian Taxation Office.

Transportation Invoice

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Transportation Invoice

This transportation bill sample / invoice template in Excel ".xlsx" format helps you prepare transportation invoice, trucking invoice, carrier invoice and shipping invoice. It also could be used by taxi / limousine service business.

Labor Invoice with Gradient Border

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Labor Service Invoice with Gradient Border
  1. Right-click one of the merged cell (for example, the left vertical border cells), choose "Format Cells".
  2. Go to the "Fill" tab, and then click "Fill Effects".
  3. On the "Gradient" tab, choose "Two colors". From the color drop down lists, choose two colors separately - usually one dark color and another bright color.
  4. From the "Shading Styles" section, for this example we choose "Horizontal" for the left vertical border.
  5. Click to choose one of the "Variants".
  6. Click OK to confirm the settings of the gradient colors.