Email Billing

Email billing is new feature within Utility Billing program

PowerManager® has a new option within Utility Billing that allows for emailing bills. Use this option to batch email customer bills for selected, active customers that are checked for paperless billing. Emailing customer bills is done after paper bills have been printed.

To get started, enter a valid email address and check the paperless billing option in customer account maintenance (fig. 1 and 2).

Figure 1
Figure 1
Figure 2
Figure 2

The “Print Bills” (fig. 3) application must be setup to create PDF archive files. Click customer bill printing’s “Setup” button and click on the PDF Archive File tab. Make sure the “Create PDF archive files” option is checked. You should also select the ‘Use the following template” option and make sure the selected template will consider all customers. It is possible to suppress paper bill printing for paperless billing customers. Please call for help with your customer bill template design for this change.

Figure 3
Figure 3

Next, fill out the UB – Email Bills Form Edit/Display Fields (fig 4):

  • Server name – Enter the name of your out-going email server.
  • User name – Enter the user name you use to connect to your email account.
  • Password – Enter the password you use to connect to your email account.
  • From email – Enter the email address you’d like your customers to see.
  • Port – Typically the port number is assigned to 25. If you are using a GMail email account set the port value to 465. If you have an Office365 email account set the port value to 995. Port 587 is used with either Gmail or Office365 with TLS security. Please note: using a GMail or Office365 email account will require OpenSSL software be installed on your computer. The most recent OpenSSL version and general information may be found at: http://www.openssl.org/. Download Windows versions of the OpenSSL libraries from: http://slproweb.com/products/Win32OpenSSL.html.
Figure 4
Figure 4

Clicking the “Close” button closes the window without taking any further action.

Clicking on “Email Customer Bills” will start the emailing process. The email will attach the PDF version of the most recently printed customer bill. The body of the email will read similar to this:

Your new [UTILITY NAME] Light & Water bill is attached.

Customer #: 123
Name: Joe & Jane Customer
Service Address: 123 Main Street

Thank you for your prompt payment.

When the email process has finished, a listing of time stamps, customer numbers, customer names and email addresses will be opened with your default text file application, typically Notepad.