The invoice and the cover letter can be sent together using the individual mail merge or Print/Email Mail Merge feature under the Actions menu on the main Invoice Grid. You must first create a reminder cover letter in the Mail Merge Invoices Templates. Be sure to include the Invoice Page URL link in your letter so they recipients can pay by credit card if desired. Refer to the lesson on Creating Mail Merge Invoice Template Letters for more about creating the letters.
To generate your letters, begin by filtering your list to identify the constituents you would like to send the reminder to. You can use the view in the View Library for Unpaid Invoices if you would like to send a reminder to all constituents with invoices with a Status of Unpaid or Partially Paid.
You can also add additional filters to columns like Invoice Due Date or Payment Page to more specifically target your reminders.
Once you have your reminder letter created and your list filtered, you can use the Actions menu and select Print/Email Mail Merge to send to a group of constituents.
If you only need to send an invoice to one constituent, you can click on the Envelope icon under that Mail Merge column to generate just one cover letter and invoice.
Select the Mail Merge Template letter in the top box and be sure to select either the Invoice Details - Amount Due or Total Amount to attach to the letter. You should use Amount Due if you have any partially paid invoices.
When finished making all your selections click OK to print or create the email to send your invoice cover letter and invoice to the constituents in your list.
The constituents will receive their two page document, the mail merge invoice template cover letter with the invoice attached. In the cover letter will be their unique URL click they can click on to pay their membership with a credit card. Or, they can mail in their payment with a check. If they mail a check, you will manually enter the invoice payment.
