Open CAPPS

Send validated documents automatically

Version 2026.11 Reading time: 5 min Permission required: Company / branch configuration and Customize documents (owner and administrators by default)

With the Automatic email, CAPPS sends the document to the customer as soon as it is validated, to the email address on their record, with the PDF attached. It applies to invoices, quotes, orders, credit notes and delivery notes.

Turn automatic sending on or off

  1. Open Company preferences, EMAILS & SENDING tab, then choose Auto email in Sending channels.

  2. Look at the badge on the Automatic email card: Active or Disabled.

  3. Click Activate automatic sending or Deactivate. The Sending reactivated or Sending suspended message confirms the change.

When it is off, CAPPS shows: “Your validated documents will not be sent to your customers automatically.” This setting is only the default choice offered on each new document.

The choice on each document

On a draft, the AUTO SEND badge follows the branch setting. Click it to switch this document to SENDING CANCELLED, or the reverse: the choice is stored on the document and it is the one that counts at validation, even if the branch setting changes in the meantime. See Validate an invoice or a quote.

Without a valid email address on the customer record, the badge shows AUTO-SEND: NO EMAIL and no sending is attempted. The document is still validated; add the address on the customer record, then send it from the document.

Choose the email template

  • Synchronized with the manual email: the subject, the copy and the content are those of the Manual email. Only one template to keep up to date; click Edit in manual sending to change it.
  • Custom email: automatic sending has its own Email subject, its own Carbon copy (CC) and its own content, with the same variables as the manual email.

  1. Click Edit the template.

  2. Click Customize for a template of its own, or Synchronize with the manual email to return to the shared template.

  3. In custom mode, write the subject, the addresses in copy (separated by commas) and the message. See Customize the email sent with your documents for the variables and the contact block.

  4. In Attachments, the Invoice PDF included is always attached; turn on Include document (legal text, etc.) and click Upload to add a PDF.

  5. Click Save changes (Settings saved!).

Test sending sends the template with dummy data to the Shared receiving email address (REPORTS tab). Restore defaults reloads the original template: then save to apply it.

What happens at validation

Message at validationWhat to do
“… and Auto email sent.”Nothing: the document's history shows “Email sent automatically to the customer's address.”
“… (no customer email: sending not done).”Add the customer's address, then send the document manually.
“… automatic email NOT sent (…): resend it from the document.”The document is validated, but the email did not go out. Fix the cause, then resend it (see What to do if an email does not arrive).

If it fails, CAPPS also notifies the branch with an “Email sending failed” email sent to the Shared receiving email address.