Resending Invoices, Receipts, and Order Confirmations

Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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When to use this workflow

• A customer says they never received an invoice
• You need to send a copy of an order confirmation
• A customer requests an old invoice from months ago
• You want to resend a receipt after a payment

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Prerequisites

• The customer must have a valid email address on file
• The document (invoice, order, receipt) must exist in the system
• You must have at least Sales or Accounting permissions

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Resend from the customer account

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Quick resend from the Invoices tab

1. Open the customer’s account.
2. Click the Invoices tab.
3. Find the invoice you want to resend (use the search or filter by date).
4. Click the invoice to open it.
5. Click Resend Invoice button or the action menu (…) and select Email Invoice.
6. Optionally add a personal message to the customer.
7. Confirm the recipient email address.
8. Click Send.

Expected result: Invoice PDF is emailed to the customer immediately. A log entry is recorded in the Email Log showing the resend.

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Resend from an order

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Resend order confirmation

1. Open the order.
2. Click the action menu (…) at the top.
3. Select Resend Order Confirmation or Email Order.
4. Confirm the recipient email.
5. Click Send.

Expected result: Order confirmation email is sent. Customer receives the order details with line items, totals, and terms.

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Resend from fulfillment

If the order has already been packed and shipped:

1. Open the order.
2. Click the Fulfillment tab.
3. Find the shipment.
4. Click Resend Shipment Notification or Email Tracking.
5. Confirm recipient and click Send.

Expected result: Shipping notification with tracking link is emailed to the customer.

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Resend from accounting

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Resend invoice or receipt from the AR page

1. Click Accounting > AR Management.
2. Find the invoice in the AR aging list.
3. Click the invoice.
4. Click Resend Invoice or Email.
5. Click Send.

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Resend from the Invoices management page

1. Click Invoices > Management (if available).
2. Search for the invoice by date, customer, or order number.
3. Click the invoice.
4. Click Resend or Email Invoice.
5. Click Send.

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Bulk resend (multiple invoices)

If you need to resend invoices to multiple customers:

1. Click Accounting > Reports > AR Aging (or similar invoice list).
2. Use filters to narrow down (e.g., invoices older than 60 days).
3. Select multiple invoices using the checkboxes.
4. Click Bulk Actions > Resend Invoices.
5. Confirm the recipient (uses the email on each account).
6. Click Send All.

Expected result: All selected invoices are emailed to their respective customers asynchronously.

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Resend receipts

If the customer paid via credit card or ACH:

1. Open the customer account.
2. Click the Payments tab.
3. Find the payment in the Payment History.
4. Click Resend Receipt or action menu (…) > Email Receipt.
5. Click Send.

Expected result: A payment receipt is emailed showing the amount, date, and method.

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What gets sent

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Personalizing resent emails

When you resend a document, you can add a personal message:

1. Before clicking Send, look for a Message or Note field.
2. Type a brief message (e.g., “Sorry for the delay! Here’s your invoice for your records.”).
3. Click Send.

Expected result: The customer sees your message at the top of the email before the document.

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Email logs and tracking

Every resend is logged:

1. Click Communications > Email Log (or Support > Email Log).
2. Filter by customer name or email address.
3. See all emails sent to that customer (originals and resends).
4. Click an entry to see the subject, recipient, send time, and attachment name.

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Troubleshooting

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”No valid email address on file”

The customer account is missing an email.

1. Open the customer account.
2. Go to Contacts tab.
3. Add or update an email address.
4. Return to the invoice and retry Resend Invoice.

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”Email delivery failed”

The email was not delivered (invalid address, spam filter, etc.).

1. Check the Email Log for the failure reason.
2. Verify the email address is correct.
3. Contact the customer via phone to confirm their email.
4. Update the email address in their account.
5. Retry the resend.

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”I need to send an invoice from over a year ago”

1. Open the customer account.
2. Click Invoices tab.
3. Use the date filter or search to find the old invoice.
4. Click Resend Invoice.
5. Click Send.

Note: All invoices are retained in the system indefinitely for audit purposes.

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