Add to Favourites

E-mail | Using Gmail, Yahoo, Outlook to Send Invoices, Reports, & Reminder Letters

Sharing documents like invoices and reports with stakeholders in a timely manner is an important aspect of any business. You might have to share the invoice with your parties or any financial report with stakeholders anytime they need. Using the E-mail feature in TallyPrime, you can quickly send your invoices and reports in different file formats, such as PDF, XML, and so on, to any E-mail address, in no time. To send an E-mail from TallyPrime, all you need is an Internet connection, a valid source E-mail address, which can be your company E-mail, and the E-mail address of the recipients.

Say, while concluding an interstate sale, you have to share an invoice with a party, or you need to E-mail a report when a stakeholder is at a client’s place for a business discussion. Similarly, you might have to send a copy of the invoice to the buyer and consignee for delivery of the goods or send reminder letters to your parties for clearing the payment dues. TallyPrime supports all such requirements and thereby saves your time and makes business interactions much more convenient. 

Send invoices and reports Instantly: In TallyPrime, you can record an invoice and send to one or more E-mail addresses at the same time. Apart from that, you can also send invoices with payment links to ensure a seamless and faster transaction that can save your and your stakeholders’ time.

Send financial data or statistics as reports: Apart from reminder letters and confirmation of accounts, you can now share saved views and filtered reports, sales or purchase reports, Dashboard tiles, and many more from TallyPrime with chartered accountant, consultant, colleagues, or any other stakeholders. Using the E-mail feature, you can not only directly send a report, but also drill-down from the report, for example Day Book, to open a voucher and E-mail the voucher to one or more parties.

Configure your E-mail address: With TallyPrime by your side, you just need to configure your E-mail addresses and you will not have to type either your or the recipient’s E-mail addresses every time you share a business document.

Authentication of account: If you are using your Yahoo or Gmail address to send documents from TallyPrime, ensure to authenticate your account from the Yahoo or Gmail settings. 

Secure use of E-mail feature: With TallyPrime, you have the flexibility to use the E-mail feature in a secure way that suits your business needs. You can configure the user roles for using E-mail in TallyPrime to avoid the unauthorised usage of the feature. By doing so, you will allow only certain user roles or users for sending documents to customers or parties.

E-mailing Invoices and Reports

In TallyPrime, you can record an invoice and send it to multiple E-mail addresses simultaneously. Additionally, you can send invoices with payment links for faster transactions, ensuring convenience for both you and your stakeholders. With TallyPrime, sending invoices and reports instantly has never been easier.

1. Press Alt+S (Share). Under E-MAIL, you can either select Current or select Others, if you want to E-mail a different report.
2. Enter the E-mail from address. You can also select a profile or choose the Create option to set up a new profile.
   If you selected Create, you can see the E-mail sender name and E-mail from fields. If you want to configure advanced options, then set Show additional options to Yes. The following options will appear:
   • Enter the Username (for authentication). You will be prompted to enter this username while using the e-mailing feature. You can either enter the same E-mail address here or enter a different username.
   • Select the required E-mail Server from the list of Common Mail Servers. If you are using any other E-mail server, select User Defined.
   • For the Server address, enter the name of your SMTP server followed by the port. On selecting Gmail, Yahoo Mail, or Hotmail, the server address appears automatically. You need to manually configure other E-mail servers. For Outlook, enter the Server address as smtp-mail.outlook.com:25.
     • Set the option Use SSL to Yes, if you are using a secured network or send E-mails using secured mail servers.
     • Set the option Use SSL on Standard Port, as required. For Outlook or Hotmail, set this option to Yes.
       
     • Press Ctrl+A to save.
3. Enter the E-mail to address. You can enter a New Address or select Multiple Addresses.
4. Set other options, such as File Format, File Name, Subject, as required. You also have the option to show or hide other details in the data, such as voucher no., narrations, and so on.
   
5. Press M to E-mail.

With the ability to send invoices to multiple email addresses simultaneously and include payment links for faster transactions, TallyPrime enhances convenience for you in just a few simple steps. 

File format for sending E-mail

Depending on the type of document you need to send via E-mail, you can select the appropriate file format for the document.

To select a file format, from E-mail, you can select Configure > E-mail Settings, and change the file format as needed.

Refer to File Format for more information.

E-mailing Reminder Letters

Using the E-mail feature, you can send reminder letters for outstanding payments with parties. You can send a reminder letter E-mail to a single or multiple parties in one go or send mass E-mails to all the parties listed in your outstanding report. For detailed information, refer to Send Reminder Letters to Parties.   

E-mail All Tiles or Specific Tiles in Dashboard

You might want to share the Dashboard or specific tiles with your chartered accountant, consultant, colleague, or any other stakeholder. You can choose to E-mail all the tiles or a specific tile and then configure the E-mail, as needed. Thereafter, you can E-mail all the tiles or a specific tile, as needed.

To know more, refer to the E-mail a Single Tile or All Tiles section in the Use Dashboard in TallyPrime to Analyse Business Information and Data Trends topic.

Authentication for Gmail

To ensure that you can use your Gmail account to E-mail invoices, reports, and reminder letters, you need to authenticate your Gmail account. This will allow TallyPrime to recognise your Gmail account while sending E-mails. In addition, check if you have entered your Gmail and password correctly while e-mailing details from TallyPrime.

• Change your Gmail settings to use your E-mail ID from TallyPrime
• Send E-mails from TallyPrime using Gmail

Change your Gmail settings to use your E-mail ID from TallyPrime

1. Login to your Gmail account.
2. Select Account from Google Apps.
3. Click Security.
4. Steps to generate App Passwords:
   
   1. Turn on the Two-step verification.
   2. Enable App Passwords > select Other (as the app) > enter the name of the app > click Generate.
   3. Copy the password > click Done.

Now, you can use your Gmail ID from TallyPrime.

Send E-mails from TallyPrime using Gmail

1. Go to the voucher or report of TallyPrime which has to be E-mailed.
2. Press Ctrl+M (Share) > select Current under E-MAIL.
3. Enter your Gmail ID as the Username for authentication.
4. Generate the App Password in your Gmail account, copy it and paste it in the Password field of TallyPrime. (Steps to generate App Passwords)
5. Enter the E-mail to.
6. Press Enter to send the E-mail.

   If the E-mail does not appear in the Inbox, check for it in the Junk Folder and move it to Inbox.

Authentication for Yahoo

To ensure that you can use your Yahoo account to E-mail invoices, reports, and reminder letters, you need to authenticate your Gmail account. This will allow TallyPrime to recognise your Yahoo account while sending E-mails. In addition, check if you have entered your Yahoo and password correctly while e-mailing details from TallyPrime.

• Change your Yahoo Mail settings to use your E-mail ID from TallyPrime
• Send E-mails from TallyPrime using Yahoo Mail

Change your Yahoo Mail settings to use your E-mail ID from TallyPrime

1. Login to your Yahoo account.
2. Select Account Info. 
3. Click Account Security.
4. You can do one of the following:
   • Method 1
     1. Turn off the Two-step verification.
     2. Turn on Allow apps that use less secure sign-in.
   • Method 2
     1. Click Generate app password > select Other app > enter your Yahoo E-mail > click Generate.
     2. Copy the App passwords > click Done.

This is a one-time password which needs to be used immediately after generating it. Hence, you need to generate the App Password and use it just before sending E-mails from TallyPrime.

Now, you can use your Yahoo Mail ID from TallyPrime.

Send E-mails from TallyPrime using Yahoo

1. Go to the voucher or report of TallyPrime which has to be e-mailed.
2. Press Ctrl+M (Share) > select Current under E-MAIL.
3. Enter your Yahoo Mail ID as the Username for authentication.
4. If you are using: 
   • Method 1: Enter the Password of your Yahoo (provided for the Username for authentication field).
   • Method 2: Generate the App Password in your Yahoo account, copy it and paste it in the Password field of TallyPrime.
5. Enter the E-mail to.
6. Press Enter to send the E-mail.

   If the E-mail does not appear in the Inbox, check for it in the Junk Folder and move it to Inbox.

Warning Messages | FAQs on e-Mail

Depending on your E-mail set up, TallyPrime may display warning messages to ensure that you have smooth e-mailing experience, without any hassles. 

E-mail cannot be sent

This warning appears when you have entered incorrect E-mail or password, or not authenticated your Gmail or Yahoo account to be accessed by TallyPrime.

If you have not authenticated your Gmail or Yahoo account, refer to Authentication for Gmail or Authentication for Yahoo, respectively.

The file size is larger than the permissible limit

This warning message appears when you attempt to attach files of size more than the limit applicable for your E-mail account. For example, in case of Gmail, you can attach files of size up to 25MB. When you exceed this limit, you will see this warning message.

In such cases, you can reduce the file size that you want to attach while sending an E-mail. For example, you can reduce the period of the report so that the file size for the report is within the permissible limit. 

User Name or Password is incorrect. Please check and try again

The following warning message appears if the SMTP Client Authentication is not enabled. 

Solution:

To enable SMTP client authentication:

1. Log in to the Powershell and connect to Office 365.
2. Set-TransportConfig -SmtpClientAuthenticationDisabled $False

   The above procedure should be tried with the help of system administrator.