Managing invoice emails in ShopView is straightforward once you understand how emails are sent, where replies go, and how to verify email activity. This article outlines how to track sent invoices, manage replies, and follow best practices for recordkeeping.
Sending and Receiving Invoice Emails
Invoice emails sent from ShopView are delivered using a system email address. While customers can reply to these emails, their responses are automatically forwarded to the email address configured in your ShopView user profile.
To ensure smooth communication:
Confirm that your user profile email is correct, as all replies are routed there.
If invoices or estimates are sent for actions like PO approval, any customer replies will follow the same routing logic.
Tracking Sent Invoice and Estimate Emails
To verify whether an invoice or estimate email was sent, ShopView records this activity within the Work Order history. From there, you can see:
When an invoice email was sent
When an estimate was shared
A timeline of related communication actions
This is the primary, client-visible source for confirming email activity.
Best Practices for Email Recordkeeping
For additional visibility and long-term reference, it’s recommended to enable BCC when sending invoice emails. When BCC is turned on:
You receive a copy of each invoice email in your inbox.
You maintain an independent record outside of ShopView for future reference.
This approach is especially helpful for audits, disputes, or historical lookups.
Additional Context
Email delivery logs are temporarily retained on the backend for troubleshooting purposes. However, the Work Order history and BCC copies should be considered the primary sources for client-facing verification.
Summary
By keeping your user profile updated, reviewing Work Order history, and enabling BCC, you can confidently manage invoice emails in ShopView—ensuring clear communication, reliable tracking, and strong recordkeeping without added complexity.