NetSuite Tutorial : How to Automatically Email Multiple Invoice Recipients

Quick overview of how to configure NetSuite to automatically email multiple invoice recipients via a workflow.
Benefits include:
1. Sending invoices automatically to multiple email recipients
2. Customizable email template
3. Customizable sender of email
Please connect with me! / tallmanj

[@luismiguelmoram.6872]

Thank you so much!

[@angelobalmes-sj8qd]

Thanks for the video. I just want to ask if there is way to automatically send invoice to the customer once the invoice is due? Thanks in advance

[@user-nv4np9fi8b]

Hello Jr. This is really awesome and unique video. Hence I have created the same workflow as suggested for customer payment. However it throughs the error for custom email field which I had created. Error while evaluating condition: ERROR: Field 'entity.custentity_add_email_recipients' Not Found. How it can be solved?

[@user-zi5ju2zq4k]

Hello - is there a way to add the sales rep to receive these as well?

[@RMdimension]

This is fantastic, thank you. Is there a way to automatically attach additional files that have been attached to the invoice record?

[@JRTallman]

That would require a script to send the workflow and attach all files. The only option via workflow is if you had a custom field with an attachment. That field (attachment) could be picked up in the send email state. I'm guessing you have all files stored under the Communication subtab though? If so, a workflow won't work. Thanks

[@RMdimension]

⁠​⁠@@JRTallman Got it, that’s helpful. Thanks a lot!

[@alllllieiscool]

Is there a way to automatically email multiple recipients for the payment receipt?

[@Emicastellino]

i need the same answer 📌I don't know if it will be very different

[@ashishdeshpande8888]

Hello JR, we have a unique requirement, We have a single customer purchasing different orders/contracts. We are creating multiple billing account per customer per contract. They want us to email invoices to different individuals identified as "Bill To" per quote/order. Any idea on how to achieve it? There is no 1 common email list per customer and can vary based on "Bill to" contact information per subscription.

[@JRTallman]

Hi Ashish - Are you using SuiteBilling? If so, you should be able to create a workflow to email off the billing contact's email address. Otherwise, if you're identifying a true contact on the transaction you're probably best off with a script. Sorry I don't have more information than that as accounts can vary!

[@user-wm5wn1ly9h]

Hi Thank you so much for this amazing video! Is there a way to set the reply to address when using this workflow as it is defaulting to a netsuite email address?

[@JRTallman]

You should be able to create a generic employee in the system with any email you want to use. Use that same employee as the 'Sender' in the workflow state. That should be the reply to email address

[@user-wm5wn1ly9h]

@@JRTallman thank you! I did this and it works for the sender but not for the reply to

[@JRTallman]

@@user-wm5wn1ly9h Got it. Please check out SuiteAnswer's ID 78277. This is to be expected. However, the reply should get forwarded on to the sender and be recorded in NetSuite on the related record you are sending it from (Communication subtab). I would send an email to yourself in production and ensure that is the case.

[@user-wm5wn1ly9h]

@@JRTallman Thank you! I did receive the email but this will be confusing for clients when they reply. They may think it's Spam as it's a netsuite address and not our companies. Do you know of any other solution?

[@JRTallman]

@@user-wm5wn1ly9h In that case, I believe you'll need to set up DKIM for email messages so mail is being delivered by your own email domain vs. NetSuite. Check out SuiteAnswer's 103008. Otherwise, you'll still have the 'sent-via.netsuite.com'

[@chrisgoodman8314]

Thanks for the video. I am trying to create a similar setup, but want my invoices to only send when a check box has been selected. Almost like a review process. The problem is I want the email to send after the checkbox is selected upon update, but any email is sent anytime the invoice is edited. I only want it sent once. How can I avoid this?

[@JRTallman]

I would create two checkbox fields on the invoice: Invoice Reviewed and Invoice Emailed. Then add two conditions to the send email workflow actions that contain ‘Invoice Reviewed’ field is Checked and ‘Invoice Emailed’ field is Unchecked. This is key and you can find the conditions field around the 10:18 min mark of my video. (upper right hand corner of the workflow action) You’ll also need to create another new action that runs after record submit to set the ‘Invoice Emailed’ field to checked. (So it doesn’t constantly send emails until the review is complete) The condition on this action should be ‘Invoice Reviewed’ field is Checked. Lastly, the workflow should run on create & edit. (Not just creation as you’ll be updating the Invoice Reviewed field) That’s my two cents on what’s easiest but there’s plenty of different ways to create!

[@chrisgoodman8314]

@@JRTallman Thanks, how would I trigger the "invoiced emailed" field to be checked? A script? I don't want to have to check the emailed box each time.

[@JRTallman]

​@@chrisgoodman8314 This would automatically be checked with a new workflow action (Action type = Set Field Value) This action should set the ‘Invoice Emailed’ box to Checked/True and the condition on this action should be ‘Invoice Reviewed’ field is Checked. To summarize the workflow would do the following: 1. Send an email once the ‘Invoice Reviewed’ box is checked AND the Invoiced Emailed box is unchecked 2. Automatically set the Invoiced Emailed box to checked once the email is sent | This is the new workflow action that I reference above

[@chrisgoodman8314]

@@JRTallman Thank you! I'll give that a try

[@anatulyalmaimany]

This is awesome! I have set up the workflow in Sandbox2. Everything is working fine. The message histories also showing that the invoice has been sent to the recipients. But when I am checking the inbox (as a recipient) the recipients are not actually not receiving the invoice. It's driving me crazy. I am also receiving notification as a sender in my sender e-mail that the invoice originally To: (recipient e-mail). But the recipient not getting the actual e-mail in the inbox. I checked sapam and other folders, but no luck. Can you please help me with this issue? Thank you!

[@JRTallman]

Hi - NetSuite (by default) doesn't send out to the recipient in sandbox accounts. The email will always get redirected back to the logged in user, which is why you see the email going to yourself (with the originally to...). However, this will get sent to the actual recipient in production!

[@anatulyalmaimany]

@@JRTallman Thank you for your prompt reply! Thank you for clarifying the issue! Please keep making more cool tutorials like this one.

[@grantpacko7915]

Hi JR, is there a way to have this trigger only after the invoice has been approved? I have been stuck trying to figure out the right condition/criteria

[@JRTallman]

Did you set the condition on the workflow to execute only with Status = Approved? I would do that then run the workflow on create + edit. Once the workflow runs (Based on Status = Approved), set a checkbox that the email was sent. I would then add this checkbox also into the condition (Checkbox = False). This would ensure the email only gets sent once if someone edits the invoice after it has been approved.

[@grantpacko7915]

@@JRTallman your advice worked perfectly, thank you so much.

[@user-tp4hq2di7t]

Would this WF work for sending customer statements to multiple recipients?

[@JRTallman]

Hello - yes, but the WF will need to run off the customer record (since that’s the only place you can send statements)

[@jennifer12345678]

When you click “include transaction” under attachment does that send the actual invoice that is on the record?

[@JRTallman]

Yes, it does indeed

[@jennifer12345678]

Omg thanks so much! I had an issue with the invoices being sent out with our company header and the data from the invoice but not the original invoice. I’ve been spinning my wheels for days

[@jennifer12345678]

It looks like it still shows the invoice with our company header. Do you know why it does that by default?

[@JRTallman]

@@jennifer12345678 If you click 'Include Transaction' and then make the Type = PDF on the Email Workflow state, the PDF should be included in the email. Is it not?

[@jennifer12345678]

@@JRTallman the PDF is included it’s just not the actual invoice from the vendor. It is a pdf with our company logo and the info from the vendor invoice