Transactions Created in Novi AMS
If a customer has a billing contact attached in Novi, then transactions will be sent to the email address attached to the billing contact (on the billing contact's details tab).
If a customer DOES NOT have a billing contact attached, then transactions will be sent to the email address attached to the customer.
If there is no email address attached to the customer, the transactions will be sent to the primary contact.
If there is no primary contact, you'll receive a message that states there are no email addresses to send the transaction to.
Transactions Created in QuickBooks
QuickBooks does not have a concept of "billing contact" like Novi AMS does. Because of this, any transaction created in QuickBooks will, by default, send to the email tied to the customer's record, not the customer's billing contact.
To override QuickBooks' default and use Novi's workflow, simply return to Novi's transactions page to email any unsent transactions.
Sending from Novi AMS vs QuickBooks Online
The transactions page within Novi AMS ({yourdomain}/admin/quick-books/transaction-list) shares remarkable similarities to the Sales page inside of QuickBooks Online (https://quickbooksonline.intuit.com/app/sales). Both pages allow staff to send individual transactions and bulk transactions via email.
💡 If you are using Novi Pay, you won't see the option to send a QuickBooks Invoice anymore! If you need to use QuickBooks Payments for any reason, you can send the invoice from the QuickBooks Online side.
Additional Benefits of Sending Transactions from Novi AMS:
When sending invoices, the default setting is to use Novi's Smart Renewal Notices emails. Get started with Smart Invoices.
For customers using QuickBooks Payments or Stripe, when sending a "QuickBooks Invoice" from Novi AMS, we'll use QuickBooks Online's email functionality to send invoices to customers.
Sending transactions from Novi AMS will follow business rules. Novi will look for a customer's billing contact and send the transaction to that person. If no billing contact exists, then Novi will send the invoice to the customer's primary email address.
All staff members with access to Novi can send transactions. This allows more sensitive financials to stay safely locked down inside of QuickBooks Online.
When sending reminders for unpaid invoices, you can display the Last Sent Date column to see the last time the invoice was sent. The system will check for emails sent from Novi and QuickBooks Online so you can be sure you're not emailing members too often (or not often enough!).
The filter inside of Novi AMS is built around the way Associations work. Admins can filter by Invoice Type (Dues, Events, Ecommerce, or QuickBooks), Transaction Status, Member Type, and more. Check out the Quick Filters for commonly used filter settings too.
Additional Benefits of Sending Transactions from QuickBooks Online:
QuickBooks has a "reminder" feature that allows you to send reminders in batch to your customers with outstanding invoices. To use this functionality, go to the transactions page, filter for the outstanding invoices, and use the batch action to "send reminders." If you want to update the language being used in the reminder email, you can do that inside of your QuickBooks settings.
Novi Pay Note: If you're using Novi Pay, please remember that sending invoices through QuickBooks will offer the user a payment option with QuickBooks Payments.
Member Experience: What Your Emails Look Like
If using Novi Pay:
When sending an open invoice, a Smart Invoice will be sent:
Dues Renewal Invoice:
All other invoice types:
If using QuickBooks Payments:
When sending an invoice, the admin will have the option of sending a Smart Invoice email (recommended) or the QuickBooks Invoice email:
Example Email for QuickBooks Invoice:
(can be sent from Novi or QuickBooks Online)
Example Email for Smart Renewal Notice Invoice:
(can only be sent from Novi)
Related Article: