When using Zomentum Payments to manage invoices and payments, it's important to understand how attachments are handled, especially when you need to send detailed invoices with attachments directly from QuickBooks Online (QBO). This article provides guidance on how to effectively manage your invoice sending options to ensure attachments are included when necessary.
Background
QuickBooks Online allows you to upload attachments to invoices and include them when emailing directly to clients. This feature is useful for providing additional documentation such as contracts, work orders, or detailed breakdowns alongside the invoice.
Zomentum Payments Limitation and Workaround
Currently, Zomentum Payments does not support sending attachments that are included with invoices. If you need to send invoices with attachments from QBO and also use Zomentum Payments for managing transactions, you can use the following workaround:
Step-by-Step Guide
- Adjust Zomentum Payments Settings:
- In Zomentum Payments, there is a setting that controls whether invoice PDFs generated by your accounting tool (like QBO) are included in emails sent to clients.
- To ensure that your invoices with attachments are managed directly through QBO, set the option “Include Invoice PDFs that are generated by your accounting tool” to No.
- Send Invoices Directly From QBO:
- Continue to manage and send your invoices directly from QuickBooks Online. This approach allows you to include any attachments by leveraging QBO’s native emailing capabilities. When you send an invoice from QBO, ensure that all necessary attachments are properly attached before dispatching the email.
- Handling Payments Notifications:
- With the above setting adjusted in Zomentum Payments, the system will only send payment notifications without invoice attachments. This ensures that your invoicing process is not duplicated and that clients do not receive multiple emails for the same invoice.
Benefits of This Approach
- Flexibility: You maintain the ability to send detailed invoices with necessary attachments directly from QBO.
- Clarity and Efficiency: Clients receive a single email with the invoice and all related attachments, avoiding any confusion that might arise from receiving multiple emails.
- Streamlined Payments: Zomentum Payments focuses on managing the payment process without interfering with the invoice details, streamlining the payment collection.
Conclusion
While Zomentum Payments currently does not support sending attachments included with invoices, by adjusting the settings as described, you can seamlessly manage sending detailed invoices with attachments directly from QuickBooks Online. This setup ensures that your invoicing and payment processes are optimized for efficiency and clarity, enhancing the overall experience for your clients.