Emailing invoices

Open the invoice and choose Email invoice. WinchWorks sends a readable copy in the message and attaches the PDF, which is what adjusters file into claim systems.

Both are generated from the frozen invoice, so what you send is exactly what was issued.

Who it goes to

WinchWorks offers a recipient in this order:

1. The adjuster email on the job
2. The payer's billing email

You can type a different address instead. If the job has no adjuster email and the payer has no billing email, you have to supply one.

Setting the adjuster email at intake saves you doing this every time.

Verify your email first

Before you can email an invoice, your own email address has to be verified. Check your inbox for the verification link from when you signed up, or send a new one from your account menu.

This protects your shop's sending reputation. Everything else in WinchWorks works without it.

When to send

After the vehicle is picked up.

Until it leaves, storage is still counting, so any invoice you send is provisional. If the pickup date moves you will have to revise it and make sure the revision reaches whoever holds the original.

Most shops hand the invoice to the driver collecting the vehicle, or send it once the vehicle has gone. Finalize whenever you like; send at the end.

Delivery tracking

Every send is recorded on the invoice with the address, the time, and who sent it. As the mail system reports back, the status updates:

• Sent — handed to the mail system
• Delivered — accepted by the recipient's mail server
• Bounced — rejected. It did not arrive.
• Complained — marked as spam by the recipient

Delivered does not mean read. WinchWorks does not track whether anyone opened the message, deliberately. It tells you the message arrived, which is the part you can act on.

If it bounces

The address is wrong, the mailbox is full, or their mail server rejected it. Check the spelling first — a typo in an adjuster's address is the usual cause. Fix it on the job and send again.

A bounced invoice has not been delivered. Do not treat it as sent.

Sending again

You can send an invoice as many times as you need — a chaser, a second adjuster, a copy for your own records. Every send is logged separately.

If you revised the invoice, sending again sends the current version.

Reminders

WinchWorks can email overdue reminders automatically. Turn it on in Settings and reminders go out on unpaid invoices at thirty and sixty days.

Invoices you have written off, and money already collected, are left out.