Invoice Alerts and Reports

This administrator-facing chapter describes how Invoice e-mail notifications determine recipients and which settings influence delivery.

Functions

Invoice uses two main notification functions:

• send_invoice_alerts_reminder
• send_invoice_report_overdue

send_invoice_alerts_reminder is action-oriented. It reminds the currently responsible user or a valid substitute that invoices are waiting for review, approval, controlling, correction, or error handling.

send_invoice_report_overdue is overview-oriented. It sends a client-specific report about due or overdue invoices to configured report recipients.

Common Delivery Requirements

E-mails are sent only when mail delivery is enabled in the system configuration.

A user can receive a message only when:

• the user is active,
• the user has a valid e-mail address,
• the user is assigned to the relevant client,
• the relevant notification setting is enabled,
• the recipient address is allowed in restricted mail mode.

Client assignment is usually represented by a role such as:

mandant - 1000

User Fields

Field	Purpose
Send E-Mail Alert	Allows or blocks operational alert e-mails. Empty values are treated as active.
Send E-Mail Report	Enables client-specific report e-mails, such as overdue reports.
User status	Inactive users are skipped.
E-mail address	Required for delivery.
Roles	Used to determine client membership and other access constraints.

Alert Reminders

Alert reminders include invoices that require action in active workflow states. Typical statuses are review, approval, controlling, rejected, or technical error.

Recipient resolution depends on the workflow state:

Workflow Situation	Recipient Logic
Review	First assignee
Approval	Second assignee if available, otherwise first assignee
Controlling	Third assignee, then fallback to previous assignees
Other active statuses	Last available responsible user from invoice assignment fields

If a valid substitute exists, the substitute can receive the reminder instead of the original assignee.

Substitution

A substitute is considered only when all required conditions match:

• substitution is valid on the current date,
• substitute user is active,
• substitute belongs to the same client,
• substitute has a valid e-mail address.

If these conditions are not met, the original responsible user remains the recipient if eligible.

Overdue Reports

The overdue report includes invoices whose payment date is today or in the past, unless the invoice is already in an excluded final or error status such as paid, exported, invalid, or technical error.

Reports are sent per client to active users who have report delivery enabled and are assigned to the client.

Test and Restricted Mail Modes

In test mode, alert e-mails can be redirected to a central test recipient. This is useful for validation without notifying real users.

In restricted mail mode, e-mails are sent only to addresses explicitly allowed by configuration. This protects production-like environments during testing, rollout, or customer acceptance.

Troubleshooting

If an expected e-mail was not sent, check:

• Is the Invoice app active for the client?
• Are there matching invoices?
• Is the user active?
• Does the user have a valid e-mail address?
• Is the user assigned to the client?
• Is Send E-Mail Alert or Send E-Mail Report configured correctly?
• Is restricted mail mode blocking the recipient?
• Is a substitute configured but invalid or missing client membership?
• Does the invoice have a responsible user for the current workflow step?

For invoice-specific business behavior, see the user-guide chapter Invoice: E-Mail Notifications.