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Email the invoice PDF

How to email the customer the PDF courtesy copy, one invoice at a time or several together, with subject and text already proposed.

Where to find it
Documents → Invoices → Email

Open in Nanus

What it is for

The e-invoice reaches the customer through the SDI (the Italian e-invoicing exchange system), but many customers also want the PDF courtesy copy, which is easier to read. Nanus sends it from your mailbox with recipient, subject and text ready.

Before you start

  • Set up the mailbox emails are sent from in Settings → Print and email → Outgoing mail (SMTP server, port, username, sender). Send a test checks that it works.
  • In each customer record enter the Email: it is the proposed recipient.
  • In Settings → Print and email, Email texts section, you can write the Subject and the text for documents, also in English for foreign customers, with the placeholders {{documento}}, {{numero}}, {{data}}, {{azienda}}, {{cliente}}, {{importo}} and {{scadenza}}. If empty, the default texts are used. There you also enter the addresses for Fixed copy (Cc) and Fixed blind copy (Bcc).

One invoice

  1. In Documents, Invoices filter, tap Email on the invoice’s row; or open the invoice and choose More → Send by email.
  2. In the Send by email box check To (separate several addresses with commas), Cc, Subject and Message.
  3. Below the message you see the name of the attached PDF.
  4. Tap Send: “Email sent to …” appears and the email is added to Previous emails.

Several invoices at once

  1. In Documents tick the invoices to send (up to 100 at a time).
  2. In the bar that appears tap Send by email and confirm.
  3. Each customer gets their own invoice with the text from the print settings; at the end Nanus tells you how many emails were sent and lists those that failed, for example “The customer has no email address”.

Special cases

  • The PDF is in the language set in Document language on the customer record.
  • With Send me a blind copy of every message, in the mail settings, you get a blind copy of every email.
  • Emailing the courtesy copy does not replace sending to the SDI: the invoice must still be transmitted.
  • If outgoing mail is not set up, the box says so and offers Open settings.

Frequently asked questions

Can I attach the XML file too?

The email attaches the PDF. You download the XML file from the invoice with More → Download XML.

How do I see whether I already sent it?

Reopen Send by email on the same invoice: Previous emails lists date and recipients.

See also