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The Process to Email Invoices in Sage 50

The essential fuel for every company is a steady stream of cash flow, and the main mechanism for generating that revenue is the invoice. Within the Sage 50 ecosystem, generating, tracking, and distributing professional invoices and customer statements is not just a routine clerical duty—it's a central capability that, when used effectively, can significantly enhance your working capital, build client trust, and project a professional image. This comprehensive guide will walk you through every step of the process for creating flawless invoices, customizing them to your brand, and distributing them effectively directly from Sage CRM 50.

The Power of Well-Designed Invoicing

Beyond simply requesting payment, a well-crafted invoice serves multiple critical purposes:

• 
  
• Accelerates Payment: Clear, professional invoices are paid more quickly by your customers' accounting teams.
  
• Establishes Credibility: A polished invoice builds trust and strengthens your company image.
  
• Provides Legal Protection: An invoice is a formal record that outlines the agreement of a sale, which is vital for resolving disagreements.
  
• Tracks Sales and Revenue: Every invoice feeds directly into your financial reports, giving you real-time insight into your income stream.
  
• Simplifies Tax Filing: An organized record of all sales makes compiling tax returns infinitely easier.
  

Creating a New Invoice: The Detailed Process

Step 1: Navigate to the Sales Invoice Window

From the main navigation menu, go to Customers > Invoice. This will open a new invoice template ready for you to fill out.

Step 2: Choose the Client

In the Customer ID field, use the lookup button and select the correct client from your list. Once selected, their contact information, credit terms, and tax rate will auto-populate based on their saved record.

Step 3: Input Billing Information

• 
  
• Invoice Date: This usually auto-fills to the current date. Adjust it if needed to reflect the ship date.
  
• Invoice #: Sage 50 will sequentially generate an invoice number. You can override this with your own custom numbering system if necessary.
  
• PO Number: Enter the customer's Purchase Order number if they have provided one.
  

Step 4: Input Products/Services

This is the core of the invoice. In the item details section:

• 
  
• Item Code: Select from the dropdown to choose an product or service from your list. Choosing a product will auto-fill the Description and Price.
  
• Description: You can customize this field to add more information about the product or service.
  
• Quantity: Enter the quantity sold or hours worked.
  
• Price: The price from the product record will appear, but you can manually change it for this specific invoice.
  
• Amount: This column is auto-calculated (Quantity x Price).
  
• Tax: Sage will correctly calculate sales tax based on the item's tax setting.
  

For additional items, simply press the Down Arrow key or click on the new row.

Step 5: Include Messages and Conditions

Use the message area at the bottom of the invoice to add:

• 
  
• Customer Message: A thank you note or special instructions.
  
• Memo: An private memo that will not print on the customer copy.
  
• Payment Terms: Clarify the net due date (e.g., "Due upon receipt," "Net 30").
  

Step 6: Save and Finalize the Transaction

Carefully review all information for accuracy. When you are ready, click:

• 
  
• Save: Saves the invoice as a draft that you can come back to.
  
• Post: Records the transaction, posts to the GL, adjusts stock levels (if applicable), and adds it to the customer's account. This action is permanent.
  

Tailoring the Template Appearance

The software enables extensive personalization of your invoice templates. To access these options, click the Layout button on the invoice toolbar. You can:

• 
  
• Choose from various built-in styles.
  
• Add your company logo and modify the color scheme to match your branding.
  
• Customize the fields and their location on the form.
  
• Create multiple templates for various business segments.
  

Distributing Bills via Email

One of the biggest time-savers is sending bills electronically from within Sage 50.

1. 
   
2. With the invoice displayed in the window, click the Email button (usually an envelope icon).
   
3. Sage 50 will launch your default email client with the invoice attached as a PDF.
   
4. The client's email will auto-populate in the "To" field.
   
5. A default subject line and message will be created, which you can edit as needed.
   
6. Click Send. Sage 50 will log the fact that the invoice was emailed.
   

Creating and Sending Customer Statements

Statements provide a consolidated view of a customer's account activity over a given month, including bills, payments, and credits.

To create a statement:

1. 
   
2. Go to Customers > Statement.
   
3. Select the desired client (or multiple customers).
   
4. Set the as-of date and the aging period.
   
5. Preview the statement and then either Print it or Email it directly to the customer using the same process as for invoices.
   

Final Thoughts: Mastering Your Billing Process

Mastering the invoicing features in Sage 50cloud transforms it from a tedious administrative chore into a powerful, streamlined accounts receivable engine. By using saved client data to auto-fill information, customizing professional templates, and utilizing the built-in email tools, you can drastically reduce the hours spent on paperwork, reduce mistakes, get paid faster, and present a flawless image. Turning this function a integrated component of your daily routine is a critical move toward gaining better control and sustaining business growth.