Email a credit note

You can send an issued credit note to your customer by email, with its PDF attached, straight from Sales Scribe.

Before you begin

• The credit note must be Issued. You cannot email a draft — issue it first.
• The customer needs an email address — on a contact person or on the customer record itself. If none exists anywhere, you will be prompted to add one.

Steps

1. Go to Sales → Credit Notes and open the issued credit note.
2. Select Send Email.
3. In the send window:
   • To — a drop-down of the customer's contact people, pre-selected on the contact holding the Credit-note recipient role (falling back to the primary contact, then the account email). Pick any contact or type any other address.
   • CC — optional; pick contacts or type addresses. Other holders of the role are suggested automatically.
   • Edit the Subject if you wish — it defaults to your organisation's name and the credit note number.
   • Add an optional Custom Message, which appears at the top of the email.
   • Tick Send me a copy to CC the email to your own address.
4. Select Send Email.

You can also email an issued credit note straight from the credit notes list, using the envelope button on its row — it opens the same send window.

[Screenshot required: Send Credit Note email window showing To, Subject and Custom Message]

What happens next

• The email is queued and normally sent within a few seconds. You will see a confirmation that it has been queued.
• The credit note's PDF is attached automatically. This is the archived copy captured when the credit note was issued, so it always shows the branding and details as at the moment of issue.
• The sending status moves through Pending, Sending and then Sent. If a send fails it shows as Failed and is retried automatically a few times; you can also resend it once it has finished.

Troubleshooting

• "Customer '…' has no email address configured." — Add an email address to one of the customer's contacts or to the customer record, then try again.
• The email shows as Failed. — It is retried automatically. If it keeps failing, use the resend option, and see Emailing a document failed.
• You cannot see the Send Email option. — Emailing is only available once the credit note has been Issued.

Related guides

• Create a credit note
• Apply a credit note to an invoice
• Understand credit note statuses
• Emailing a document failed