Sending invoices by email from Legalsense

Finalized invoices can be send directly from Legalsense. The sending will be done by Legalsense from an email address that you own. In order to make it possible for Legalsense to send messages on behalf of your email address(es), you need give Legalsense permisssion and configure your domain. First we will explain how to give access, then we will explain shortly how to send the email.

Legalsense email settings

If you go to Settings - Billing - Emails, you can add an email address, for instance billing@yourwebsite.com. You can add one or more addresses here, but you need to verify each address by clicking on a link in a confirmation email you will receive from Postmark (the email service that is being used by Legalsense).

Once you've added the email address, more options appear.

DKIM  (mandatory)

You need to make a change to your DNS settings of your web domain: a DKIM record needs to be added. The contents of this file are shown under DKIM > TXT value. 

The administrator of your domain/website or your IT manager will be able to process the instructions as mentioned on this specific settings page. 

DMARC / returnpath  (optional)

Since version 18.120 it is possible to configure an email return path. You will need this to install a DMARC policy. A DMARC policy contains of TXT records on the server that identify what an email receiver should do with“non-aligned” messages, so it is an extra verification method, on top of DKIM and SPF.

The return-path should be entered in Legalsense as: pm-bounces.[yourdomain].nl 
On this website, (yourdomain) you need to add a DNS CNAME file, called pm-bounces. This file should refer to pm.mtasv.net .

Your website administrator or IT manager will be able to process above instructions.

Define and verify the sender address (mandatory)

Next to the DNS settings, you need to verify each email address that you will be using for sending emails. You can do this by simply clicking on the confirmation link that is sent to the defined sender address. The email service used to do this confirmation is called 'Postmark'.

When you add multiple sender addresses, an extra icon with a star appears which you can use to define one address as default. 

At the end of the settings page, you will see options for setting a default CC or BCC when an invoice is being sent. For example, you could choose to send a bcc to the user who is logged on.  Click the button 'add a new default email address' to set more rules.

Default e-mail templates

If you go to 'Settings > Billing > E-mail templates' you can define a default email message that you can use for sending the invoices. A default message can be set per billing language. You can also add multiple versions that you can use next to the first (and default) version. However you will need to select these templates manually. 

An example of such a message is:

This message has been automatically sent

{{ salutation }}

Please find attached an invoice for services rendered in {{ invoice_period }}.

Contact us if you have any remark.

With kind regards,

Administration Lawfirm BV

You can use the codes (for instance {{  invoice_period  }} also in the header and footer texts of  email templates. For more info on the available codes see the page 'Invoice texts'. 

How to define 'To' and 'CC' address per debtor or matter debtor. 

On the Debtor page (under 'Contacts') you can define which email address should be used as the default email address. On the matter page, you can edit the matter debtor settings by clicking on the edit icon behind the debtor name. There you can select the debtor or matter addresses and set the correct email address for invoices for this specific matter. 

Since version 18.116 Legalsense automatically updates the PO number in already existing draft invoices when you save the draft, however when you want update other matter debtor information, you need to delete and generate the draft invoice again, or to make the changes manually.

Please note that in the Netherlands an invoice should contain a full postal address in order to make the invoice valid, so even if you send the invoice by mail, you need the full address of your client. If you are not located in the Netherlands, check your local requirements for invoices.  

How to actually send an invoice

When you view a single invoice (in draft or final version) you can see the default email message that has been generated based on the debtor or matter debtor settings by clicking on the button 'Email'. You can now edit the message and the email addresses for this invoice only. When the invoice is still in a draft version, you can only save the email, but not send it. When the invoice is already finalized, you can either save the email or save and send. 

After you have sent the invoice, you can find back what has been sent by going to the invoice and then opening the email via the button Email. 

Sending multiple invoices at once

You can also send multiple invoices at once from the Invoices overview page (main menu Invoices). When you click on 'Advanced search' on this main Invoices page, you will find a filter called 'Email sent'?. With this filter (together with the filter 'Send method' - if you send invoices by snail mail as well as email) you can see which invoices have not been sent by email yet. Now you can select multiple invoices at once, and then click on the button 'Send by email'. Your emails will be prepared for sending.

Please note that you will receive an error message for any emails that do not contain an address in the 'To' field or for emails that are connected to an invoice that has not been finalized yet.