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Resend an invoice after correcting the PDF

Maggie Shipley
Updated

Applies to Aiwyn Payments. Use this process when an invoice PDF was missing or incorrect and you need to the correct file and send the invoice email again.

Aiwyn does not create or edit the invoice PDF. Correct the invoice in your practice management system and generate a new PDF there before you begin.

Before you resend

Confirm that:

  • The invoice is posted and still unpaid. Only unpaid invoices can be resent from the Firm Portal.
  • The corrected PDF contains the right invoice information.
  • The PDF file name contains your firm’s delimiter followed by the real invoice number.
  • The corrected PDF has reached Aiwyn. On the Invoices page, a teal invoice number means a PDF is available.
  • More than 20 minutes have passed since Aiwyn received the previous email for the same invoice. A second email inside that window is discarded, even if it has different recipients.

Send the corrected PDF to Aiwyn

If your firm uses a mail rule

  1. From your practice management system, create the invoice email again using the corrected PDF.
  2. Confirm that the subject line matches your firm’s mail rule, typically Invoice_Aiwyn.
  3. Attach the corrected PDF. Confirm that its file name uses your firm’s exact delimiter and invoice number.
  4. Send the email.

The mail rule redirects the email to Aiwyn. Aiwyn matches the corrected PDF to the posted invoice and saves it with the invoice.

If your firm uses CCH Axcess

  1. Confirm that the posted invoice has reached Aiwyn. CCH Axcess data usually arrives with the next data load, within about four hours, but it can take longer.
  2. Create a new email addressed directly to your firm’s Aiwyn inbound email address.
  3. Enter the inbound address in all lowercase. The address is case sensitive.
  4. Attach the corrected PDF. Confirm that its file name uses your firm’s exact delimiter and invoice number.
  5. Send the email.

Aiwyn matches the corrected PDF to the posted invoice, saves it and creates the Aiwyn invoice email for the client’s billing contacts on file in CCH Axcess.

Confirm the result

Open the invoice from the Firm Portal and verify that the corrected PDF is displayed. If the email does not arrive, check the Email Delivery Hub and the daily bounced email report, correct any recipient problem and resend again.

Related

  • Requirements for an invoice to send
  • Why the PDF you send is the PDF your clients see
  • Invoice Email routing options
  • Resend invoices from Firm Portal
  • Bounced and undelivered email reports

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