Overview
SoftLedger can email directly to your Customers and Vendors, with the PDF (Invoices, AR Credits, Purchase Orders, Sales Orders, and Sales Quotes) attached. You control which document types are emailed automatically, can decide whether to email on each individual issuance, can fully customize the branded email that is sent, and can track the send, delivery, and open status of every email — all from within SoftLedger.
Email settings and templates are managed under Settings > Email, which has two tabs: Email Settings and Email Templates.
Email Settings
Under the Email Settings tab, toggle On or Off which document types are emailed upon issuance, and click Save:
Email On Invoice Issued
Email On Purchase Order Issued
Email On Sales Quote Issued
Email On AR Credit Issued
Documents are emailed to the Customer's or Vendor's primary email address (not the default contact's email address). You can add more than one email address in this field separated by a comma for distribution lists.
Note: If you prefer to only email out of SoftLedger manually — by clicking the Email icon on the document's line item or detail screen — leave these Settings Off.
Choose Whether to Email on Each Issuance
Even with emailing enabled, you stay in control on every document. When issuing a document, SoftLedger shows the PDF alongside an Email Preview (from address, recipients, subject line, and message body), and you can choose:
Issue & Email - Issue the document and send the email with the PDF attached.
Issue Only - Issue the document and skip the email for this document.
Recipient Email Addresses
Emails are sent to the address(es) on the Customer or Vendor record. You can add multiple email addresses in the email field — just separate them with a comma to indicate there is more than one recipient.
Customize the Email Templates
Under the Email Templates tab, customize the email sent for each document type. Select the Type (e.g. Invoice) and adjust:
Subject - Edit the subject line, and click + Variable to insert dynamic values (e.g. the entity name of the Location, or the document number) that populate per document.
Brand Color - Set the color used for the email header background to match your branding.
Body Rows - Add rows of label/value pairs to the email body (e.g. "To: Customer Name", "From: Location Entity Name") using the field dropdowns.
Footer Text - Edit the closing text, which also supports variables.
The Preview panel on the right shows exactly how the email will look, rendered against a real document of that type. Click Save when finished.
Track Email Delivery
For Invoices, AR Credits, Purchase Orders, and Sales Orders, the document's Details screen includes an Emails tab — open it by clicking the highlighted document Number from the list view. The tab shows every email sent for that document:
See the recipient, timestamp, status (sent/delivered/opened), subject, and the from-name the recipient sees.
Click the highlighted text in the ID column for more detail on any individual email.
Contact your SoftLedger support team through the in-app chat, or at support@softledger.com via email.