Zomentum Payments includes a feature that allows users to configure a time delay for sending invoice emails. This functionality ensures that any updates or modifications to invoices are captured before they are sent to customers, accommodating necessary adjustments such as tax corrections via third-party software like Avalara or line item edits.
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Overview of Time Delay Settings
The time delay feature provides flexibility in how and when invoice emails are sent after an invoice is created in your accounting software:
Delay Invoice Email Setting: This can be toggled on or off, with the default setting being off. When enabled, it allows for a delay in sending invoice emails.
Types of Delays:
- Schedule After: Users can set a specific delay period (days, hours, minutes) after which the invoice email will be sent. This is useful for ensuring that any last-minute updates to invoices are included before the email is dispatched.
- Every Day: Invoices and their emails are batched and sent out at a specific time of day. This option is ideal for businesses that prefer sending all invoice communications at a consistent time, such as end of business day.
- Schedule After: Users can set a specific delay period (days, hours, minutes) after which the invoice email will be sent. This is useful for ensuring that any last-minute updates to invoices are included before the email is dispatched.
Interaction with Auto Collect Schedule: The configured time delay also impacts the auto collect schedule. If a delay is set for invoice emails, the auto collection will be delayed by the same amount of time to ensure that the collection only occurs after the invoice has been sent. This synchronization between invoice email dispatch and payment collection is critical to avoid premature payment collections before the customer has received the invoice.
- Detailed information on configuring the auto collect date can be found here.
Use Cases for Time Delay
- Third-Party Integrations: For businesses using third-party integrations like Avalara with QuickBooks Online or Xero, modifications to invoices may occur after they are initially created. Setting a time delay ensures that the invoice emails sent to customers reflect the most up-to-date information including accurate taxation.
- Batch Processing: Businesses that prefer to review and send all invoices at a specific time of day can use the "Every Day" delay to batch process their invoice communications, ensuring consistency and reliability in customer communications.
- Invoice Review and Approval: In many businesses, invoices are generated in a Professional Services Automation (PSA) tool, synced to accounting software, and require a final review or approval before being sent out. A time delay can be set to allow for these reviews, ensuring that only approved and accurate invoices are emailed to clients.
Configuring Time Delay
To set up the time delay for your invoice emails:
- Navigate to Settings -> My Configuration -> Invoice Preferences in Zomentum Payments.
- Choose the 'Delay Invoice Email' option and configure it based on your specific needs (either 'Schedule After' or 'Every Day').
By configuring a time delay for invoice emails, businesses can enhance their invoicing accuracy and customer communication, adapting the process to fit their operational needs and external dependencies. This feature is a valuable tool for ensuring that invoices reflect the most accurate and current details at the time of sending, fostering trust and transparency with customers.