VOLI Data

Email Invoices

Manually sending invoices via email is time-consuming and inefficient. Financial teams must repeatedly draft emails, attach PDFs, and ensure the correct customer details are included. This manual process increases the risk of errors, delays, and inconsistencies.

Businesses need an automated solution that ensures invoices are sent accurately, consistently, and efficiently directly from Maconomy without requiring manual email composition.

Explore Email/PDF Invoices

The Process & Technology behind it

Flowchart explaining the process of receiving invoices in VOLI Data, showing email PDF invoices forwarded to scan@voli.dk, scanned into VOLI Data, approved or modified by user, and finally transferred to Maconomy, alongside icons of email, PDF, scanning, and computer screens.
Flowchart diagram illustrating the process of sending invoices in Voli Data. It shows two methods: Email PDF and Electronic Invoices. The Email PDF process involves identifying customer email data, printing the PDF, and sending an email. The Electronic Invoices process involves generating an XML file in Voli Data and sending it to TrueCommerce or Spreoom. The status of the invoice process is updated in Maconomy after completion.

1. Invoice Approval in Maconomy

When a user approves an invoice in Maconomy with the payment mode set to "Email/PDF", the system triggers the automated process.

2. Invoice Data Extraction & Email

Template Generation

The system retrieves invoice details from Maconomy (e.g., customer name, invoice number, total amount, due date).

A predefined email template is automatically populated with the extracted invoice data.

The invoice PDF is attached to the email.

3. Automatic Email Dispatch

The system sends the email to the recipient using the stored email address in Maconomy.

The process ensures every customer receives a correctly formatted invoice email without manual intervention.

4. Tracking & Error Handling

If an invoice fails to send, the system provides feedback so the issue (e.g., missing email address) can be resolved.

Optionally, a log of sent invoices is stored for auditing and tracking purposes.

Icon of a document with a checkmark, representing approval or completed task.

Key Features of Email/PDF Invoices

Automated Invoice Capture

Invoices are sent instantly upon approval in Maconomy.

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Predefined Email Templates

Ensures consistency in communication with customers.

PDF Attachment Generation

Automatically attaches the approved invoice as a PDF.

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Auto-Filled Customer Details

Extracts key data from Maconomy (name, invoice number, amount, etc.).

Error Handling & Feedback

Alerts users if an email fails to send.

Key Benefits

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Saves Time – No need for finance teams to manually draft and send invoice emails.

Reduces Errors – Eliminates manual data entry mistakes.

Ensures Timely Invoice Delivery – Invoices reach customers immediately upon approval.

Enhances Workflow Efficiency – Streamlines invoicing and reduces administrative workload.

Explore our other Invoice Solutions

VOLI Scan

Screenshot of a digital document analysis interface showing a scanned invoice with details such as vendor name, invoice number, date, total amount, and company information, along with options to delete, skip, save, or approve the document.

Electronic Invoices

Screenshot of a web browser displaying a data management interface with a list of customers and their details, including customer names, contact numbers, addresses, and order statuses.