AccountingSuite is not limited to accounting operations and reporting. It also provides built-in automation tools that help companies monitor business activity, deliver automated notifications, and send scheduled reminders to employees, managers, customers, and partners.
The combination of automated email delivery, recurring document generation, report distribution allows organizations to build a complete Business Alert System and Business Reminder System directly inside the application.
Overview #
AccountingSuite provides several built-in tools that can be combined to automate operational communication:
- Email Delivery System — centralized email infrastructure used by all automation features.
- Recurring Templates — automatically generate recurring documents and optionally send them by email.
- Report Distribution — automatically send reports based on filters, business conditions, or report content.
Together, these tools allow companies to implement both Business Alerts and Business Remindes.
All business alerts and business reminders rely on the email delivery system.
Without email configuration, automated notifications and reminders will not be delivered.
Business Alerts #
A Business Alert is an automated notification generated when specific business conditions, exceptions, or data states occur. Business alerts are typically event-driven and are intended to immediately inform users about situations that require attention or action.
Examples include:
- Overdue invoices
- Missing payments
- Low inventory balances
- Transactions exceeding defined thresholds
Business alerts are implemented primarily through the Report Distribution tool. This feature allows users to automatically send reports based on business conditions and filters.
This is the primary mechanism for implementing operational Business Alerts.
Example Use Cases #
Inventory Shortage Alert
A report contains products with stock quantity below minimum threshold.
Configuration:
- Run Quantity on Hand by Location report
- Add filter: Qty on hand < Minimum Stock
- Select desired locations and items
- Save the configured report
- Create distributions rule and select previously saved report
Result:
Managers receive an automatic Business Alert only when inventory issues exist.
Overdue Invoice Alert
A report contains overdue customer invoices.
Configuration:
- Run A/R Aging report
- Add filter: Invoice Age > Minimum Overdue
- Save the configured report
- Create distributions rule and select previously saved report
Result:
Accounting personnel receive automatic overdue payment alerts.
Business Reminders #
A Business Reminder is a scheduled notification intended to remind users about upcoming or recurring activities, obligations, or deadlines.
Unlike alerts, reminders are generally time-driven rather than exception-driven.
Examples include:
- Monthly invoice generation
- Scheduled payment notices
- Subscription renewals
- Recurring accounting entries
The Recurring Templates feature enables automated generation and distribution of recurring documents based on predefined schedules.
This component serves as the core mechanism for implementing Business Reminder functionality.
Example Use Cases #
Monthly Invoice Reminders
Generate and email invoices every month automatically.
Subscription Renewal Notices
Send recurring billing documents before renewal dates.
Customer Payment Reminders
Create reminder documents and email them directly to customers on a predefined schedule.
Email Delivery System #
The application includes a built-in Email Delivery System that is used by all notification, reminder, reporting, and document automation features.
Email Templates #
When sending any email from the application, users can select an email template. Templates allow organizations to standardize communication and automate message formatting.
Email templates are fully customizable and may include:
- Custom subject lines
- Rich text formatting
- Company branding
- Headers and footers
- Legal disclaimers
- Dynamic document data
- Personalized customer information
Templates can also include file attachments.
This allows companies to create professional and consistent communication.
Sending Emails Directly from Print Forms #
The application allows users to send print forms directly by email from the user interface.
There is no need to:
- Download the document manually
- Open an external email client or browser
- Attach files manually
- Compose a separate email
Instead, the Print Form interface includes a built-in email action that automatically:
- Generates the document
- Attaches the file
- Applies the selected email template
- Adds recipients from the document
- Sends the email directly from the application
This significantly simplifies document delivery workflows and reduces manual work.