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 no-reply 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.- To send invoice emails to a specific address (e.g., accounting), assign the desired recipient as the Work Order’s contact and ensure they have Customer Portal access enabled.
For additional recipients, manually send the invoice from the Work Order’s Finance tab.
Tracking Sent Invoice and Estimate Emails
To verify whether an invoice or estimate email was sent, ShopView records this activity within the Audit Log on the relevant Work Order. 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.
Troubleshooting Email Issues
Missing Replies: If a vendor’s reply doesn’t reach you, it may be because they composed a new email instead of using the Reply function. Ask them to use the Reply option in their email client to ensure their response is delivered to your inbox.
Additional Context
Email delivery logs are retained on the backend for 14 days for troubleshooting purposes. If an email isn’t visible in the Work Order history and is older than 14 days, search the recipient’s inbox for “ShopView.” However, the Audit Log 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.