> For the complete documentation index, see [llms.txt](https://wiki.dieagenturverwaltung.de/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.dieagenturverwaltung.de/die-agenturverwaltung-en/finanzen-1/allgemeines-zu-finanzdokumenten/dokument-versenden.md). # Send document ## Sending documents by email directly from the system ### Technical requirements for sending So that documents such as, for example, estimates and invoices can be sent to customers via the "E-Mail-Versand" tab, it must first be ensured that the correct DNS settings have been stored with your provider for your email domain. You can find out more under Settings > Integrations > DNS settings A CNAME as well as a TXT record must be added to your DNS settings at your domain provider. {% content-ref url="/pages/02f8c2c8e2d854c22445bc98ecbd170f7746c99e" %} [DNS settings](/die-agenturverwaltung-en/einstellungen-1/integrationen/dns-einstellungen.md) {% endcontent-ref %} ### Create email To create an email for a financial document, we open the Email tab in this financial document and click on "Compose new email". A dialog opens in which an email can be created for the customer. If standard text snippets for emails and an email signature have been stored in the user profile, this email is already fully written when the dialog opens. ![](/files/9e21ad0d041ff08b373e3e78712186af6ec90d8f) The recipient email address is determined by the context of this document.\ More on that below. As the Bcc recipient (blind copy), the logged-in user is automatically suggested, and as the subject, the document type and the document number. The suggested message text can be adjusted here. If text snippets such as signatures or various cover letters have been stored in the system, these can be selected and added on the right above the message text field. Variables can also be used in emails. {% embed url="" %} {% hint style="info" %} HTML tags or images are not supported here. {% endhint %} **The email automatically includes the PDF of the corresponding document as an attachment**. Additional attachments can also be added by drag & drop - e.g. a timesheet: ![](/files/7d3f25a7f61483c5b394f06e30b49b06487a3f71) ### What happens when sending? The document can be saved and sent at the same time using the yellow "Send" button. The document is sent to the recipient or recipients. Our financial document - here an invoice - is attached to this document as a PDF. If a document is then sent from the system, the status is automatically changed. a) for invoices and credit invoices to "sent"\ b) for estimates to "waiting for approval" A sent email shows its status in the list: \ \- draft\ \- sent\ \- successfully delivered\ \- sending failed\ \- opened by recipient\ \- marked as spam The last two statuses (opened, are dependent on whether the recipient's email server reports this information back to us. **A document can be sent multiple times. An email can also first not be sent and only be saved as a draft.** ## Where does the suggested recipient email address come from? #### For estimates, the following applies: The recipient email address suggested to you for new emails is determined by the system according to the following pattern: * If an email address is entered in the recipient field in the address field of the first tab of your document, this address is used. * If the recipient address of your document is linked to a person via the address book, and an email address is stored for that person, this email address is suggested. This does not apply if the person was simply entered manually into the field; they may then have the same name, but no link to the address book * If no person is stored, the system tries to determine an organization address based on the organization entered. This only works if the organization came into your document from the address book, not if you entered it by hand (even if it has the same name). * If the address for your document was taken directly from the project when it was created, it automatically comes from the address book and tries to find email addresses there according to the pattern described above. * If no email address was found on the document or for customer, customer account and job, the system tries to determine whether there have already been documents for this job, customer account or customer that were sent by email and suggests the most frequently used address. #### Exception for invoices and credit invoices: For customer, customer account and job, an alternative billing address as well as an alternative invoice email address can be stored; these take precedence for invoices. If nothing is defined here, the respective main contact is used, i.e. the rules above apply. {% hint style="info" %} **Tip**\ It is recommended to store at least *one* email address at the customer organizations in order to avoid having to re-enter the recipient field for every new email or having to fall back on previous recipients in this job, customer account or customer. {% endhint %} ## Sending a link Via the "Send link to print version by email" button - if an email program is installed on your computer - an email opens that contains a link to the print version of this document. You can send this link. The recipient does not need any login data to open this link. ![](/files/791fc87efd8f91dcff85f044459272daa905c049) ## Saving and sending a PDF outside the system We generally recommend sending the print version as a PDF document, as an attachment has greater binding force for the customer and may later also be found offline in their email program. After opening the print version, the PDF can simply be saved on the computer via the browser menu (File > Save as or File > Save as) and then sent via any digital channel or printed out and sent by post. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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