Important Update - Reckon One invoice emails, customer passwords and more! ✨

Rav
Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager
edited October 22 in 📢 Reckon One - Announcements
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Reckon One has received an exciting new update today which brings in a significant upgrade to invoice emails and invoice security. Check out the inclusions of this update below!

📩 Invoice PDF's are now links!

The invoices you create and send to your customers from Reckon One will now be sent as a link in the email rather than a separate PDF attachment.

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This update addresses a key challenge around ensuring your recipients have access to the most current invoice information. Previously, any changes made to an invoice that was already sent to your customer would not reflect on that existing invoice and would require a new email to be sent.

Now, your customers simply need to click the link in their invoice email and they'll be presented with the most up-to-date invoice immediately! No need for you to send and keep track of another email 👌

ℹ️ UPDATE

The above update has been rolled back based on user feedback. Click HERE for more info.

🔑 Customer passwords

You can now set a password for specific customers on invoices and statements! This feature enhances security on invoices and ensures only the recipients who should have access to open and view the invoices you send are able to.

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You'll find the new customer password settings within each customer profile. Setting a password is optional and is opt-in. You can choose to set a password for invoices, statements or both.

Once you've set a password for a customer, a prompt will appear when the recipient clicks the invoice link. They'll be required to enter the password before the invoice will load.

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You can set, change or remove customer invoice and statement passwords at any time.

For full details on protecting your invoices and statements with a password, check out our help guide here - https://help.reckon.com/article/oph9w73fb9

🐛 Bug Fixes

✅ Fixed drag & drop not working when adding attachments

A fix has been implemented for an issue where files could not be attached to a payment, expense claim or bill using the drag-and-drop method.

✅ Trial Balance

Fixed an issue in the Trial Balance report where changing the dates to the last financial year, this month, or this quarter did not update the results.

✅ TPAR - Supplier is not specified error

Some users were encountering a Supplier is not specified error when creating a TPAR. This has been resolved.

✅ Fix for 3 decimal place value in invoices

Corrected the issue where the invoice amount was displayed with three decimal places instead of the correct two decimal places

Questions?

Do you have any questions or feedback about this release? Ask away below and we'll do our best to answer 🙂

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Comments

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager
    edited October 16

    Hey @duxnutsshane

    Don't worry, invoices are still available as PDF's and can be downloaded/saved from the email.

    Simply open the invoice from the email using the new invoice link and save it like you would have on an attachment. It will automatically save as a PDF file. Check out an example below.

    Save Invoice PDF.gif

  • duxnutsshane
    duxnutsshane Member Posts: 8 Reckoner Reckoner
    edited October 16

    Ok so for every invoice we send, we have to downldownload it now, and send a manual email to the supplier with the attachment?

    Some suppliers use automated platforms that open email invoice atatchments to load into their ERPs. Is this link process compaitible with the major player in this field?

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    To be honest, I'm not entirely sure how the new link based invoice process will interact with any external automated platforms.

    Do you have a number of recipients who specifically require a seperate file attachment for the purpose of extracting that data? The best way to confirm would be to test the process with a few of your suppliers and see if the invoices load correctly.

    We'd be keen to get some feedback around this.

  • duxnutsshane
    duxnutsshane Member Posts: 8 Reckoner Reckoner
    edited October 16

    Hi Rav,

    For one example, We have several clients using lightyear.cloud to scan and process invoices from the direct email attachments.

    We'll need to communicate this change with all our suppliers and request them to test this functionality. Is this change in reckon immediate, or do we have some time to do some change management and communciations with our customers?

  • hiten
    hiten Member Posts: 4 Novice Member Novice Member

    First of all this new functionality adds a feature where link always opens the latest invoice. (A feature only useful if you make adjustment/mistakes). But then takes away functionality like invoice attachment scanning and auto processing by clients. There is now dependency on Reckon server to be available to download the invoice and another assumption that client's firewall will not block Reckon site to download the invoice. Government clients will definitely be blocking Reckon sites and therefore won't be able to download the invoice.

    This is a major drawback on Reckon Invoice and could force some to leave.

    What you need is to fix the following with invoice

    1. Allow attachments to be send along with invoice. In my business we send invoices to clients for consulting charges but have to attach signed/approved documentation. Currently, I send email to my company email and then attach the approved timesheet and then forward to client
    2. With your link invoice feature the clients will be confused to see approved timesheet sent as an attachment while the invoice is a link instead. I will probably download the invoice and send the invoice email with both attachments instead to avoid confusions. More work for me to be using Reckon
    3. Allow easy customisation of the invoice/payslip/email templates. Currently, very hard and cumbersome

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    @duxnutsshane @hiten thanks for the feedback guys.

    There's a lot more development happening in the area of invoices in Reckon One at the moment and I've already made the product team aware of your points around attachments.

    We'll need to communicate this change with all our suppliers and request them to test this functionality. Is this change in reckon immediate, or do we have some time to do some change management and communciations with our customers?

    @duxnutsshane this is now live within Reckon One. I'd be keen to hear how you go and if there are any issues that arise from our update with your specific use case.

    Allow easy customisation of the invoice/payslip/email templates. Currently, very hard and cumbersome

    @hiten invoice templates are a big focus point right now and in fact our design team would be very keen to hear more. Can I get you to create a separate post from this one by clicking HERE and let us know what you'd like to be able to do or customise in an invoice template.

  • Mark Brown
    Mark Brown Member Posts: 2 Novice Member Novice Member

    Changing PDF attachment to hyperlink for invoice emails is a step backwards and will cost time. How do we turn off or revert back to original format?

    None of our customers will accept invoices without original pdf attachment. All their systems immediately bounce the email back to us.

    Every invoice will need to be downloaded and attached individually for EVERY SINGLE INVOICE then sent through our own email system manually. Today alone we have 30+ emails with returned invoices deemed unacceptable. We had no idea that this had changed until the influx of emails.

    Can you please advise when this will become an option rather than an enforced change as we can't continue like this.

  • Mark Brown
    Mark Brown Member Posts: 2 Novice Member Novice Member
    https://community.reckon.com/discussion/comment/20650095#Comment_20650095

    Same problem. We have to download every single invoice now and email manually. This update is unworkable for us. Spent the day speaking to all our clients and not one can accept invoices that aren't the pdf attachment. According to 15+ construction companies, the automated platforms will not be compatible with this new emailing hyperlink.

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    Hi @Mark Brown

    Thanks for the feedback, its important for us to understand details around certain use cases such as yours, and the other members who have previously posted above, where the change to the new link feature hasn't quite been a positive inclusion to your workflow.

    I'm going to shoot you a private message to get a bit more info.

    Cheers

  • hayley78
    hayley78 Member Posts: 1 Novice Member Novice Member

    Hi there, I've noticed Estimates are still displaying on emails to 3 decimal places. It would be great if this could be corrected also.

  • asbuilt
    asbuilt Member Posts: 2 Novice Member Novice Member

    I too would like to revert back to invoices being sent as an attachment

    Part of the terms for invoice payment is to have an invoice sent as an attachment

    Its bad enough i cant send attachements with my invoices, but have gotten away with that, but this change they wont process my invoice without it being sent as an attachment

  • sanmus
    sanmus Member Posts: 6 Novice Member Novice Member

    We would like to revert back to invoices being sent as an attachment, as the majority of our customers are elderly and we have over the years taught them to not to click on links in emails as a security issue, and now we are sending them emails with link for invoice.

    Since this started we have sent 5 invoices and have received 5 calls from customers saying there is no invoice.

    Looks like we will have to look elsewhere for our invoicing software .

  • hiten
    hiten Member Posts: 4 Novice Member Novice Member

    Looks like Reckon has completely mishandled invoicing issue and has not had best intentions of clients. Like I said the only time this feature is any good is if there is an update to invoice but again if the customer has already downloaded incorrect invoice you still need to notify them to re-download so it's still extra effort. To me that doesn't save time or effort but look at all the mess you have created by forcing users to click links and rely on Reckon servers to download the invoice. Revert it back to attachments and don't force people into something that clearly doesn't add value or make things easier.

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    Hi folks

    Thanks for sharing your feedback around the recent change to invoices.

    While the aim of this upgrade is to streamline the invoice process and enhance security, I can certainly acknowledge that not everyone's use case is the same.

    We're always looking for ways to improve, and your feedback is crucial in helping us refine features for our Reckon One users and there's already been some really constructive feedback in this post from members in the building industry and automated attachment scanning etc.

    Our product team are reviewing all feedback, including that made here, to assess if this change is delivering the intended value so while we won’t be reverting this feature en-masse, if you have a specific use-case where you need to have the previous PDF attachment method then let me know and I'll be in touch with you privately to obtain some specific info to see what we can do.

  • hiten
    hiten Member Posts: 4 Novice Member Novice Member

    Best thing you can do is provide options to anyone to switch back to sending invoices as PDF. Have something in the invoice settings to send invoice as attachments. Simple and straight forward solution instead of trying to find individual solutions for each customer.

  • asbuilt
    asbuilt Member Posts: 2 Novice Member Novice Member
    https://community.reckon.com/discussion/comment/20650180#Comment_20650180

    I would prefer this to be reverted.

    I spoke to my builders and they won't click on links in emails period! So they have no way of obtaining my invoice.

    I would have to save the invoice as a pdf to my system then email them seperately

  • sanmus
    sanmus Member Posts: 6 Novice Member Novice Member

    I have an issue I do monthly recurring invoicing on the first of the month, so 50 plus invoices going out not looking forward next week, if customer doesn't get invoice we don't get paid.

    Currently looking at alternatives.

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    @hiten @sanmus

    I can't make any promises or guarantees, however I can take a look to see if we can switch your Reckon One book back to the previous PDF functionality. If that's something you'd like to explore let me know.

  • hiten
    hiten Member Posts: 4 Novice Member Novice Member
    https://community.reckon.com/discussion/comment/20650184#Comment_20650184

    Yes please, even if there is a link with the PDF invoice attachment it would be a workable solution

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager
    edited October 22

    📢 UPDATE

    Hi everyone

    Just wanted to provide a further important update. Based on your feedback, we've decided to rollback the change to invoices as a link for all Reckon One users.

    Any invoices that you send from Reckon One will be back to being PDF attachments in your email.

    image.png

    We'll revisit the invoice as link feature in the near future in conjunction with some larger work occurring on the invoice experience in Reckon One coming soon.

    You won't need to do anything to action this. The rollback has been made on our end and is active now.

  • sanmus
    sanmus Member Posts: 6 Novice Member Novice Member

    thank you. if they bring it back later please give the option to turn off !!!

  • smithrj
    smithrj Member Posts: 9 Reckoner Reckoner

    I think one of the points not mentioned here is that users should have been advised of this change in advance. I only found out by seeing the change when sending invoices. Posting advice on a blog after the fact is no good either - users should have been notified directly.

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    I can understand where you're coming from @smithrj, we try and avoid email overload where possible which we've received feedback on in the past. With that said, the Reckon Community is your go-to platform to stay informed of product news, announcements and of course, discussion as well.

    To make it easier, if you select which product you're using in your Reckon Community profile, you'll automatically receive notification of important news and announcements for your product as soon as they're published.

    Select the Edit Profile Fields option in your profile settings then select Reckon One and/or any other Reckon products you use from the My Reckon Software field, see example below.

    Add Reckon Product - Profile Field.gif

  • Rav
    Rav Administrator, Reckon Staff Posts: 16,523 Reckon Community Manager Community Manager

    Hi folks,

    Following the previous change to invoices which was rolled back, our product team is looking to get a little more feedback on invoices so we've just published a poll which I'll link below. It would be great if you could take a quick minute and cast your vote!

    Check out the poll here - When emailing an invoice from Reckon One to your customers, which do you prefer?

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