BQE CORE enables you to control to whom invoices are addressed and who receives them by email, based on your client and project contact settings. Contacts can be defined at the client and project level in their respective screens.
Client Contacts
You can create and view client contacts on the Clients > Detail View > Contact tab. Each client in CORE can have an unlimited number of contacts. You can set one contact as Primary for the client by checking the Set as Primary option in its details. If a Primary client contact is set, invoices are addressed to this person instead of the client, provided it is not overridden by the project-level Primary Billing Contact. If no Primary client contact or project-level Primary Billing Contact is set, invoices are addressed to the client by default. Check CORE Help Center for details on client contacts.
Project Billing Contacts
In the Projects > Settings > Billing Options tab, you can set a Primary Billing Contact (from a list of client contacts) and Additional Billing Contacts (from a list of contacts of all clients) for the project. The Additional Billing Contacts are copied (CC) on all the project’s invoice emails. If you check the Send Invoice to Contact option, invoices and statements of the project are addressed to the Primary Billing Contact, overriding the client or primary client contact address. Check CORE Help Center for details on project billing contacts.
Emailing Invoices
From the Invoices screen, you can email invoices and choose from a list of options (Client, Client Manager, Project Manager, Client Contact, or Other) from Actions > Email. Check CORE Help Center for details.
When you choose Email > Client Contact from the Actions menu, CORE uses the below hierarchy to decide who receives the email:
- Project-level Primary Billing Contact email: Used when a Primary Billing Contact is set on the project, the Send Invoice to Contact option is checked, and the Primary Billing Contact has an email address. Otherwise, CORE falls back to the next level.
- Primary client contact email: Used when the first priority conditions are not met. If a client contact is set as primary and has an email address set, CORE uses it. Otherwise, it falls back to the next level.
- Client email: Used when the first and second priority conditions are not met. In this case, the Compose Email screen shows a warning that no client contacts are set and the client’s email will be used. If the client does not have an email defined, then no recipients are added in the To field and the email is not sent.
Additionally, if you check the Copy client when sending emails to Client Contact option in Settings > Company > Email Settings, CORE copies (CC) the client (provided it has an email defined) in the invoice emails unless the hierarchy above has fallen back to the client email, in which case the client email is used directly in the To field.
Note: When you preview an individual invoice, the address shown on the invoice follows a similar hierarchy as above (Primary Billing Contact with Send Invoice to Contact checked > Primary Client Contact > Client). Here CORE does not check whether the email is defined for the contact or not. When you use the Email option from the preview, however, CORE uses the exact hierarchy as the Email > Client Contact option, i.e., it also checks whether the email is defined for the contact to be emailed.