Invoice forwarding emails each approved invoice to the addresses you choose, such as your accounts payable inbox or an outside accountant. Your finance team gets the invoice PDF and its files as soon as it's approved, without having to collect them from Worksuite.

Who can do this: Admins.

Availability: Available in every account that uses Worksuite invoices.

TABLE OF CONTENTS

How it works

  • When an invoice moves from New to Approved, Worksuite emails it to your forwarding addresses.
  • The email includes a PDF of the invoice, the talent's name, the amount, the due date, the project and task, and a link to the invoice in Worksuite. Recipients need a Worksuite login to open the link.
  • You choose which extra files go with it, such as the file the talent attached to the invoice.
  • If an approved invoice is rejected or deleted while it's still Approved, the same addresses get an email about that too.
  • Editing an invoice doesn't send an email. Neither does rejecting or deleting an invoice that was never approved.

Add forwarding addresses

  1. Click the settings icon next to your profile picture in the bottom left of the side menu.
  2. Go to Invoices → Invoice forwarding.
  3. Under Forward approved Invoices to, click Edit forwarding addresses.
  4. Type an email address in the Enter email address field. A new empty row appears below it, so you can add as many addresses as you need.
  5. If your account has entities, use the dropdown next to each address to choose which invoices it receives: All Invoices, one entity, or No Entity assigned to Invoice.
  6. To remove an address, click the remove icon at the end of its row.
  7. Click Save.

The addresses now show under Forward approved Invoices to. Invoices approved from now on are forwarded to them. Invoices approved before you saved aren't sent.

An invoice tied to an entity goes to that entity's addresses and to every All Invoices address. An invoice with no entity goes to the No Entity assigned to Invoice addresses and to every All Invoices address.

Choose the files to forward

The invoice PDF is always included. To send other files with it:

  1. On the Invoice forwarding page, under Attachments to forward, click Edit forwarded attachments.
  2. Tick Invoice Attachment to send the file attached to the invoice, if it has one.
  3. Tick any file fields from your invoice line items that you also want to send. Each one is listed by its field name.
  4. Click Save.

The selected files go out with every invoice forwarded from now on.

Typical setups

You want toSet it up like this
Send every approved invoice to your accounts payable teamOne address, such as ap@yourcompany.com, with All Invoices
Send each legal entity's invoices to its own finance teamOne address per entity, each set to that entity
Give an outside accountant each invoice and the file attached to itTheir address with All Invoices, plus Invoice Attachment ticked

Good to know

  • If you remove a teammate from your account, Worksuite also removes their email address from the forwarding list.
  • Each address can be added once per option. If you add it twice, you'll see "This email is already added for the selected option".
  • Your workspace may use a different name for Invoices, so the menu and page labels may use that name instead.
  • For what each invoice status means, see How to Approve and Schedule Invoices.

If forwarding emails don't arrive

Check that the invoice moved from New to Approved after you saved the address, and that the address is set to cover that invoice's entity. Ask the recipient to check their spam folder. If the email still hasn't arrived, contact Worksuite Support with the invoice number and the forwarding address.

Support/Resources

Still have questions about invoice forwarding? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.