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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 need to configure your E-mail ID to set up a profile that will make the communication between you and your stakeholders a lot easier. You can easily send your vouchers and reports to more than one parties, simultaneously. To use your Gmail account to E-mail invoices, reports, and reminder letters, you can do one-step authentication process for your Gmail account. This will allow TallyPrime to recognise your Gmail account while sending E-mails. Also, as an one-time setup, you can change your Gmail and Yahoo settings to use your E-mail ID from TallyPrime to share and receive business documents.

Create E-mail profile

In TallyPrime, you can streamline the process of sending emails by creating multiple email profiles. This allows you to quickly select a profile when sharing business documents with stakeholders, eliminating the need to repeatedly enter your email address.

  1. Open any report or voucher in TallyPrime.
  2. Press Alt+S (Share) > Under E-MAIL, select Current.
  3. In the E-mail from address, select the Create option under List of Profiles to set up a new profile.
  4. In the Create E-mail Profile screen, set Show additional options to Yes, if you want to configure advanced options.  
    1. 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.
    2. 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.
    3. 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.
      1. Set the option Use SSL to Yes, if you are using a secured network or send E-mails using secured mail servers.
      2. Set the option Use SSL on Standard Port, as required. For Outlook or Hotmail, set this option to Yes.
      3. Press Ctrl+A to save.

After creating an creating an E-mail profile, you can easily select your preferred email address from a list of profiles when sharing business documents, making the process more efficient and straightforward.

Authenticate E-mail service providers for sending

To ensure that you can use your Gmail account to E-mail invoices, reports, and reminder letters, you need to authenticate your E-mail service providers, such as your Gmail and Yahoo account. This authentication will allow TallyPrime to recognise your Gmail or Yahoo account while sending E-mails.

To change your Gmail settings to use your E-mail ID from TallyPrime,

  1. Log in 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 to share the vouchers, reports, or any preferred business documents.

To change your Yahoo Mail settings to use your E-mail ID from TallyPrime,

  1. Log in 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.
        If you are opting for Method 1, you can enter the Password of your Yahoo E-mail account (provided for the Username for authentication field), while sending E-mails from TallyPrime.
    • Method 2
      1. Click Generate app password > select Other app > enter your Yahoo E-mail > click Generate.
      2. Copy the App passwords > click Done.
        If you are opting for Method 2, you can generate the App Password in your Yahoo E-mail account (provided for the Username for authentication field). You can copy it and paste it in the Password field of TallyPrime, while sending E-mails from TallyPrime.

E-mail 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. Open any report or voucher in TallyPrime.
  2. Press Alt+S (Share) > under E-MAIL, select Current.
  3. Enter the E-mail from address.
    You can select a profile or choose the Create option to set up a new profile
  4. Enter the E-mail to address.
    1. You can select New Address and enter E-mail ID.
    2. If you have set any default E-mail ID in the party ledger, you can select the same in the E-mail to field.
    3. To send the document to multiple E-mail IDs at the same time
      1. Select Multiple Address, and select more than one E-mail IDs or add new E-mail IDs as needed.
      2. Select End of List once you have selected or added the E-mail IDs.
  5. As always, press Ctrl+A (Save).
  6. In the E-mail screen, press C (Configure) to open the E-mail Configuration and set other options, such as File Format, File Name, and Subject, as required.
    Refer to File Format for more information.
    You also have the option to show or hide other details in the data, such as voucher no., narrations, and so on.
  7. Press M to E-mail.
  8. In the E-mail Authentication screen, verify your Username and enter the Password that you have generated during the authentication of your Google or Yahoo E-mail account.
    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. 

You can generate payment links and QR codes in TallyPrime and share with your parties in the flow of your transactions through E-mail. To be able to send payment links with vouchers, you will need to enable the payment link option in the voucher type. Similarly, you can also generate payment link/QR code from the relevant reports such as Day Book or Ledger Voucher/Ledger Outstandings.

Once you have generated the payment link, you can:

  1. Press Alt+S (Share) > Under E-MAIL, select Current and enter the necessary details, such as E-mail from and E-mail to.
  2. Configure, if necessary, and press M (E-mail).

Send Financial Data or Statistics as Reports

Depending on your business requirements, you can use E-mail to share any document in TallyPrime – Balance Sheet, Stock Summary, Ratio Analysis, and so on. Apart from that, you can also share your payment reminders for overdues and Dashboard tiles through E-mail.

Send sales and purchase registers

You can share your sales and purchase registers with your stakeholders to provide a comprehensive view of the month-wise sales and purchases done in your business through E-mail.

  1. In TallyPrime, open either a sales or purchase register.
  2. Press Alt+S (Share) > Under E-MAIL, select Current and enter the necessary details, such as E-mail from and E-mail to.
  3. Configure, if necessary, and press M (E-mail).

Send payment reminders for overdues

In TallyPrime, you can send Reminder Letters to remind your customers about money they owe you. These letters include all the information such as the amount they owe, due date, and other important details of their transactions. You can also add a QR code and payment link to make it easy for them to pay you quickly. 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.  

Let’s consider the Bills Receivable report for e-mailing reminder letters for overdue payments.

  1. From the Bills Receivable report, press Alt+S (Share) > Under E-MAIL, select Current and enter the necessary details, such as E-mail from and E-mail to.
  2. Configure, if necessary, and press M (E-mail).

Similarly, you can also share Confirmation of Accounts for Multi-Account Reports like All Ledger Accounts, One Ledger Accounts, and so on, with one or more parties by using the E-mail feature in TallyPrime.

TallyPrime brings for you the flexibility of Dashboard for better analysis of data and gain a comprehensive view of your business at a glance. You can also view the summary of your financials, sales and purchase trends, and so on in the form of tiles. Using E-mail in TallyPrime, you can share a single tile or all the tiles of your dashboard with stakeholders for their easy reference. 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.

  1. Open the Dashboard report and press Alt+M (Share).
    1. To send the current tile, select E-MAIL > Current.
    2. To send all the tiles, select E-MAIL > All Tiles.
  2. Enter the necessary details, such as E-mail from and E-mail to.
  3. Configure, if necessary, and press M (E-mail).

With TallyPrime, you can email any document, not just specific invoices and reports. This includes the Balance Sheet, Profit and Loss Account, Sales Register, Day Book, and more, based on your business needs. TallyPrime offers the flexibility to use the email feature securely, saving you time and making business interactions much more convenient.

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.

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