9 / Email Timesheets To Applicable Service Plan Clients

Any client that is under their service plan hours for the month needs to be sent their timesheet via email from the assist@strictlysavvy.co.nz inbox. There is an email template sitting in Drafts in the assist inbox formatted as shown below.

Template Email (Draft In Assist Inbox)

Subject: Strictly Savvy [Month Year] Timesheet - [Client]

Email text: Hi [Name],

Please find attached our detailed timesheet for work carried out for [Client] during [Month Year], for your reference.

Kind regards,

[Insert email signature]

Process For Emailing Timesheets To Clients

1. Open the draft email in a new window

2. Have the draft email open on one half of the screen and the file explorer of pdf timesheets open on the other (use the Windows icon + direction arrow on your keyboard to create this view on your screen)

3. Create a new email, inputting the following:

• Copy the text from the draft template email into the subject line and body of the new email

• Add the recipient's email and name from their Xero contact info, making sure to use the secondary contact's details if the primary contact is Accounts Payable. If there is no direct contact name (eg only an Accounts Payable/Admin email) replace [Name] with "there"

• Update the company name fields (copy the business name from the pdf timesheet)

• Attach the companies timesheet by dragging and dropping the pdf from the file explorer into the email

4. Check all the details are correct and send

5. In file explorer, drag the pdf to the Sent folder

6. Repeat steps 3-5 for each client that needs to be sent their timesheet

7. Once all timesheets have been sent, go into the draft email template and update the month and year preparation for invoicing next month. Click on the 3 dots at the top and select Save draft