PDF Invoice Email Attachment

Linnworks can make a copy of a customer’s Invoice, and send it to them as a PDF Invoice attachment. In this documentation, we will create a PDF Invoice, attach it to an email, and send that email to a customer to let them know their order has been dispatched.

Step 1 – Configure Template

First, we will need to make a new Invoice Template that we will use as our PDF attachment. We will need to make a copy of our original invoice, and make that copy a PDF.

To do this, we need to go to Settings then Template Designer and find our Invoice template. Next, click the Copy button to make a copy of our invoice. 

We will also have to make sure that the copy in enabled, and that the PFD Template option is ticked.  Our screen should now look like this

Step 2 – Design Template

Next, we will need to edit our Invoice Template. First, we need to click Edit to open the template designer. We can edit the template however we like, for example: you may decide that because you are sending an email, you wish to delete the postage information. To view a preview of your PDF Invoice, you can click the PDF button on the top of the designer. 

Step 3 – Configure Email

Now that we have a PDF Invoice, we need to set up the system to send one along with a customer email.

First, we need to go to Settings then Email Notifications. We will need to make sure that our Email configuration is set up correctly. There is more information about this here:

http://www.linnworks.com/Doc/order_management_email_notification_configuration_automation

Next we need to click on the red indicator button in line with Dispatch Notification Email

Once it has been enabled, we can double click the row to open its settings. 

In the Dispatch Notification Email settings, we need to tick the Attach PDF Invoice option. 

We can see what an email will look like by clicking the Preview Dummy button. This will show an invoice being attached. 

Make sure you remember to save on both screens before closing them. Because the system caches the settings, you will need to restart Linnworks for your email settings to take place. 

Step 4 – Testing

In this step, we will be creating a dummy order, processing that order, and sending a dispatch notification email with the PDF attached.

First, we need to create a dummy order, with our own email address so we can make sure the email will be sent to us when the order is processed. 

Once we have made our order, we can go back to Settings, Email Notifications and double click Dispatch Notification Email to open its settings screen to preview our order.  Once on this screen, we can click Preview and use our new order ID to see what that order will look like as an email. 

Next, in our Open Orders screen, we can process the order, as we would a customer order. 

If we now go to the Synchronisation tab, under Email Outbox we should see our dummy order. All we need to do is select the order and click the Send Selected Button.

Finally, when we go to our email outbox, we can see our invoice as an attachment.