Are you using an accounting package for which Artwin Live has no direct connection? Then you can automatically send a copy of every sent invoice to an email address of your accounting software or accountant. This way you can process the invoices in your financial administration without having to manually download and forward them from Artwin Live each time.
This setting is an email connection and not a direct integration. Artwin Live sends the invoice as an attachment but does not receive data back from your accounting software.
Setting Up Email Address for Your Accounting Software
Go to Account Settings > Invoicing. Enter the address you received from your accounting software or accountant under Email Settings at Email Address and click on Save.
For many accounting packages, this is a special input address or a digital mailbox. Ask your accountant or the provider of your accounting software which address you should use for this and how sales invoices should be processed there.
What Artwin Live Sends
When you send an invoice from Artwin Live, Artwin Live also automatically sends a copy to the set email address. The invoice pdf is sent as an attachment.
You can use the following additional settings:
- Subject Prefix: add text to the beginning of the email subject. This is useful when your accounting software or accountant automatically sorts emails with a line or recognizable text.
- Send with UBL Attachment: also send a UBL file along with the pdf. UBL is a structured invoice file that some accounting packages can read.
How Processing in Accounting Software Typically Works
Most accounting packages first place documents that arrive at their input address in a digital mailbox or invoice inbox. A pdf can be viewed there or read by recognition software. A UBL file contains the invoice data in a fixed structure and can thus be processed faster or more accurately, provided your accounting package supports this.
Afterwards, you check whether your accounting software has processed the invoice as a sales invoice and whether the correct debtor, VAT, ledger account, and invoice date have been selected. Which steps are automated and which require review or approval varies by accounting package and the settings of your administration.
Invoices and Payments
The email connection only sends a copy of sent invoices from Artwin Live to your accounting software. Changes you make afterward in your accounting software are not automatically sent back to Artwin Live.
Payments cannot be registered automatically in Artwin Live with this setting. Artwin Live does not receive payment status, bank transactions, or payment confirmations via the email address. Therefore, register payments manually in Artwin Live, or use an available direct accounting or payment integration if you need automatic payment processing.
Good to Know
First check with a test invoice: send an invoice to the set address and check in your accounting software whether the pdf and, if enabled, the UBL attachment arrive correctly and are processed as desired.
No automatic reconciliation: this setting does not create a connection between invoices in Artwin Live and bookings or payments in your accounting software. Therefore, regularly check whether all sent invoices have been processed in your administration.