How to Send Emails and Use Email Templates

Description: Profitz includes built‑in email functionality so you can communicate directly with customers and suppliers without leaving the system. You can attach invoices or other documents, import external files, and apply pre‑formatted templates to save time and ensure consistency. This feature ensures that communication is traceable, efficient, and aligned with your accounting records.

Step-by-step instructions

1. Open the Email Window

• Purpose: Accessing the email window is the starting point for sending messages directly from Profitz.
• Steps:
  • Click the Email option from the toolbar for Invoices, Debtors and Suppliers.
  • The Mail Window will open, ready for composing your message.

2. Add Attachments

• Purpose: Attachments allow you to include supporting documents such as invoices, statements, or external files.
• Steps:
  • Add Internal Attachments: Click this button to browse documents stored in Profitz (e.g., invoices, reports).
  • Add External Attachments: Click this button to open a file explorer window and import a document from your computer.
  • Attached documents will be listed in the window. Deselect any item to remove it.
  • Use the Send Attachment As drop‑down menu to send items as links (recommended for large files) or zip files.

• Notes & Best Practices:
  • Important: Large attachments may fail if sent as files — use links or zip files for reliability.

3. Apply an Email Template

• Purpose: Templates save time and ensure consistent communication across your team. They automatically populate subject lines and body text with relevant data.
• Steps:
  • Select Other… to open the template options.
  • Tick the template you wish to use (e.g., approval.doc)

• Click OK to apply the template.
• The Mail Window will automatically populate with pre‑formatted content. Invoice or supplier data will be inserted into the email body.

• Notes & Best Practices:
  • Important: Template availability may vary. Contact Profitz support to set up custom templates.
  • Best practice: Use templates for common communications (e.g., invoice queries, supplier notifications) to save time and reduce errors.

4. Finalize and Send

• Purpose: Once your email is prepared, you can send or discard it.
• Steps:
  • Click Send to deliver the email.
  • Click Discard to cancel the email.

 FAQ

• Can I attach multiple documents? Yes. You can add both internal and external attachments and deselect any before sending.
• Do templates auto‑populate invoice data? Yes. Templates pull relevant data from the invoice or supplier record into the email body.
• Can I edit a template before sending? Yes. Once applied, you can adjust the subject line or body text as needed.
• Where are sent emails stored? Sent emails are logged within Profitz and linked to the relevant transaction or module.

Related Articles

• Email in Profitz — Feature Overview