Automatic Document Sending

License plan Premium.

The SMTP service must be enabled. Instructions for configuring a connection to your own SMTP server via a configuration file can be found in the documentation. To learn how to configure SMTP directly in the application, click here. If your instance is hosted in the cloud, SMTP configuration is not required.

In your company settings (Company -> Settings -> Other), the "Automatic email sending settings" option must be set to Send. (or alternatively, Send only to BCC email address)

For automatic sending, the document type (Sales -> Document Types -> Issued Invoice Types) must have the option "Automatically send by email to client" enabled.

On the document being created, go to the Responsible Person tab and set the Email Status to "Send".

Only invoices created from an order or from customer contracts are sent automatically (provided the automatic sending option is enabled), and only upon the first save of the document. Manually created invoices are not sent automatically.

After an attempt to send, the Email Status field value will change to "Sent".

To verify whether the email was actually sent or not, check the SMTP server log.

The message sender is populated based on your SMTP server settings.

For cloud instances using our SMTP server, emails will be sent from the address noreply@faktury.flexibee.eu.

The document is sent to the email address listed for the contact person of the given company (Business Partners -> Company Addresses -> Contacts), where the Details tab has the appropriate sending flags enabled for that contact: Send invoices, Send orders, etc.

If there are multiple contacts, the document is sent to all of them.

If no contact is defined, the document is sent to the email address specified directly in the company header.

The message subject is populated with the name of the print report that is pre-configured on the document type under the Print tab.

If a standard report is selected, the internal document number will also be appended to the subject.

If a custom report is selected, only the report name itself will be used as the subject.

If multiple reports are configured on the document type under the Print tab, the subject will always use the most recently added one.

The document is always attached in PDF format. For invoices, both a PDF and an ISDOC file are attached. Both files are always included and this cannot be changed.

The file name is again derived from the print report name and the internal document number, containing only letters and digits — all other characters are replaced with an underscore.

If multiple print reports are specified on the document type under the Print tab, a separate attachment will be created for each report. For invoices, each attachment is included in both PDF and ISDOC formats.

If no report is specified, the standard print report is always used.

The body text of the email can be pre-configured on the document type, specifically on the Document Texts tab in the Text for sending… field. Only plain text is supported — no formatting is available.

The signature is automatically populated with the title, first name, and last name of the Flexi user who performs the sending. Users can be edited under Tools -> Users in Company, provided you have Admin rights.

The closing line: Generated by the ABRA Flexi accounting system, is always appended and cannot be changed.