Documents and Email Settings

Use the Documents page to set the text and choices that print on the PDFs and statements you send: terms and conditions, the packing slip footer, payment instructions, how serial numbers appear, which statement form customers get, who receives statements by default, and where customers send payment. The other pages in the Documents & Email group are summarized below, each with its own article.

​

Before You Start

• You need the settings.view permission to open the page.
• You need settings.edit to save a change. The page lets anyone who can open it type in the fields, but without settings.edit each save is refused with “Permission denied: settings.edit”.
• There is no Save button on the Documents page. Text fields save about a second and a half after you stop typing, the address fields save once the address is complete, and each choice saves as soon as you pick it. Saving… shows at the top while a save runs, and “Documents saved” confirms it.

​

Open Documents and Email Settings

1. In the deck, open Settings.
2. Under Documents & Email, choose Documents.

The breadcrumb reads Settings > Documents & Email > Documents. You can also search for Documents in the command palette. The same group holds Document Numbering, Email Configuration, Alerts & Notifications, Email Templates, and Sales & Quotes. Alerts & Notifications and Email Templates are listed only for roles that hold settings.edit.

​

Documents

The Documents page controls the text and choices that appear on generated PDFs and customer statements. Changes save automatically, so treat these fields like live document copy.

​

Default Statement Form

Choose which form a customer statement takes when the person sending it does not pick one:

• Open item: every invoice that still has a balance, with its aging and the amount due. This is the collections form and the default.
• Balance forward: the period ledger, with the opening balance, every dated charge and credit, a running balance, and the closing balance.

Every place that sends a statement still offers a per-statement choice that overrides this default, and the statement records which one decided.

​

Statement Delivery Default

Send statements to customers who have not chosen is off by default.

• Off: only customers switched on individually receive a statement from the bulk Send Statements wizard, the monthly statement run, or the Send Document dialog. Sending one account at a time from AR Management still works either way.
• On: those three reach every customer with an email address, except customers switched off individually on their own Communications tab. The page warns: “This reaches real customers. Run the Send Statements wizard in AR Management with Preview first: it lists every recipient and every skip reason before anything is sent.”

​

Remit-To Address

The Remit-To Address prints in the remit block on statements and tells customers where to send payment. Leave every field blank to use your company’s own address. Fill it in when payments go somewhere else, such as a bank lockbox. Clearing every field saves too, and the remit block goes back to your company address. The fields are Payable to / lockbox name, Address line 1, Address line 2, City, State, and ZIP. Once you fill in any field, Address line 1, City, State, and ZIP become required, and the address is not saved until they are complete. Until then the page reads “Not saved yet. A remit-to address must be complete before it is stored, because a partial one prints a block a cheque cannot reach.” followed by the fields still needed.

​

Serial Numbers On Documents

Choose how serial numbers appear on the invoice, sales order, and shipment documents you send to customers:

• Separate PDF attachment (the default): serial numbers go in their own PDF attached to invoice, sales order, and shipment emails. Best for orders with many serialized units.
• Inside the document: the full serial-number table prints in the invoice or sales order PDF.
• Do not include: serial numbers never appear on customer documents.

​

Terms And Footer Text

• Quote Terms & Conditions: footer text on every quote PDF.
• Order Confirmation Terms & Conditions: footer text on every sales order confirmation PDF.
• Invoice Terms & Conditions: footer text on every invoice PDF.
• Purchase Order Terms & Conditions: default terms printed on every purchase order PDF sent to vendors.
• Packing Slip Footer Message: footer text on every packing slip.

​

Payment Instructions

Payment Instructions print at the bottom of every customer-facing invoice, quote, and sales order PDF. Use it for payment preferences such as a pay-online link or who checks are payable to. Do not include banking credentials: customers download these PDFs. When the text looks like a routing number, an account number, a SWIFT or BIC code, or an IBAN, the page shows “This looks like banking credentials” and lists what it detected after “Detected:”. It explains that routing numbers, account numbers, or wire details on a customer-facing PDF create fraud risk, because anyone with the PDF can use them to start an unauthorized ACH debit, and it suggests “a hosted pay link, or ask customers to contact you for wire/ACH details”. Nothing is saved until you choose:

• Edit the text instead to remove the details.
• I understand the risk, save anyway to keep them. This override is recorded in the Audit Log.

Learn more in the warning opens Payment Instructions Safety.

​

Messages On This Page

​

What Changes Elsewhere

• PDFs: terms, footer, payment instructions, and the serial number choice apply to documents generated after the change.
• Statements: the statement form, delivery default, and remit-to address apply to the next statements sent, including the monthly run.
• Customer emails: with Separate PDF attachment, invoice, sales order, and shipment emails carry a serial number PDF.
• Audit trail: each save is recorded in the Audit Log with the old and new value.
• Other open sessions: when another administrator saves a change here, your page refreshes to show it.

​

Document Numbering

Document Numbering controls prefixes, padding, and the next number preview for future documents. Use it when matching a legacy numbering format or cleaning up new-entity setup.

• Prefix: text placed before the number, such as a document abbreviation.
• Padding: how many digits appear in the numeric portion.
• Current value: the current sequence position for that document type.
• Next preview: what the next generated number should look like.

​

Email Configuration

Email Configuration controls sender identity, reply routing, branding, footer text, notification toggles, custom sending domain setup, and test-send verification.

• From Email: the address customers see as the sender when configured.
• Reply-To: where customer replies should go.
• Company Name: the sender or display name used in emails.
• Support Email: the support contact for customer questions.
• Email Logo: branding used in email templates.
• Footer Text: standard footer content included in outgoing emails.
• Notification Preferences: toggles for specific automated email types.

​

Email Notification Toggles

Notification toggles control automated customer messages. Review them after changing order, invoice, quote, payment, or customer portal workflows.

• Order confirmations.
• Shipment and delivery notices.
• Invoice and receipt emails.
• Refund and credit memo notices.
• Quote emails.
• Backorder updates.
• Welcome messages.
• Card expiration reminders.
• Monthly statements.

​

Email Templates

Email Templates control the subject, body, variables, preview, test send, and enablement of transactional emails. The page needs the settings.edit permission. System alert templates can be previewed but are intentionally read-only.

• Preview: review the rendered template before editing.
• Edit: change template subject or body when the template is editable.
• Test: send a test email to confirm formatting and delivery.
• Reset: restore a template when custom copy should be discarded.
• Enable or Disable: turn specific templates on or off when supported.
• Variable reference: use supported variables instead of hardcoded customer or order values.

​

Sales and Quotes

Sales and Quotes settings include quote expiration behavior. This affects how long quotes remain valid and how customers understand quote timing.

1. Open Sales and Quotes.
2. Review quote expiration days.
3. Save the value your sales team expects.
4. Create a test quote and confirm the customer-facing copy reads correctly.

​

What to Test After Changes

• PDF text: generate a quote, order confirmation, invoice, and packing slip.
• Numbering: create a draft document and confirm the next number format.
• Email identity: send a test email and confirm sender, reply-to, logo, and footer.
• Template changes: preview and test the edited template before using it with customers.
• Quote expiration: create a test quote and confirm the expiration behavior is clear.

​

Common Blocks

• Email did not send: check template enablement, notification toggles, recipient address, and Email Log status.
• Replies go to the wrong person: review Reply-To and support email settings.
• Logo looks blurry: upload a higher-resolution logo and test an email or PDF again.
• Variables render blank: confirm the template uses supported variables for that email type.
• Number preview looks wrong: review prefix and padding before saving.
• Terms do not appear where expected: confirm you edited the matching document type.

​

Related Articles