Lots of firms hang on to the paperwork until the bill is paid. Switch this on and you don't have to remember to send it: when a job's invoice is paid in full, Mucka emails the customer the certificates from that job. If they paid before the certificate was approved, it goes as soon as you approve it.
Switch it on
- Open your certificate settings. On a computer, tap Settings next to New Certificate on the Certificates page. On your phone, tap the cog next to the search box and choose the Settings tab.
- Under When the invoice is paid, turn on Send the certificates automatically.
- Tap Save.
It's off until you turn it on. Only an owner or admin can change it.
What gets sent
When the invoice is paid in full, Mucka sends the customer on the invoice one email, with every certificate from that job attached as its own PDF. It goes out from you, the owner, exactly as if you'd sent it yourself, and it shows on the customer's history.
It only sends certificates that are approved and haven't been emailed yet. So:
- Approve the certificate, but don't send it. That's how you hold it back until they pay.
- Anything already sent doesn't go again. If your engineer emailed the CP12 on site, the customer won't get a second copy.
- Drafts never go. If a certificate is still a draft when they pay, Mucka waits. The moment you approve it, it goes, because the bill is already paid.
It doesn't matter how the money arrives. Paying by card from the invoice link, tapping it through on a card reader, you recording it, telling Mucka they paid, or it coming through from Xero, QuickBooks, FreeAgent or Sage all count.
When nothing is sent
- Part payments. Only an invoice paid in full sends anything.
- An invoice that isn't on a job, like a deposit invoice. Mucka needs the job to know which certificates the bill was for.
- A certificate for a different customer. If the job has a certificate made out to someone else, say the landlord when the agent pays the bill, that one stays put.
- Old invoices. If an invoice is more than 60 days old when it's marked paid, nothing goes. That stops a catch-up from your accounts software sending a pile of old paperwork in one go.
- Customers you've muted from Mucka's automatic messages, and work brought over from another system.
Anything that doesn't go stays unsent on the Certificates page, so you can still send it yourself with Send.