Overview

Mass Email Billing lets you send PDF invoices to multiple customers in a single batch instead of emailing each Billing individually. Choose from two options depending on how your Billings' PDF Formats are set up: Email Enhanced PDFs (Winter '27) or Email Billing PDFs. You can also automate this entirely with the Automated Email Job.

In this article:

• Before You Begin
• Mass Email Options
  • Email Enhanced PDFs (Winter '27)
  • Email Billing PDFs
  • Automated Email Job
• Additional Information

Before You Begin

Winter '27 Preview introduces Enhanced PDF Formats, a new type of PDF Format that uses a Word document template to generate PDFs, alongside the original Visualforce-based PDF Formats. Email Enhanced PDFs (Winter '27) requires Billings to use an Enhanced PDF Format, a PDF Format with its Merge Type set to Document and a default template. For setup steps, see Enhanced PDF Formats Configuration. Email Billing PDFs works with Billings on a Visualforce PDF Format instead. Use whichever option matches how your Billings are set up, or both if you have a mix.

If your org was upgraded to Winter '27 Preview rather than newly installed, a Salesforce Administrator must add the Generate Billing PDFs button to the Billing List View before Email Enhanced PDFs becomes available. New Winter '27 Preview installs include this button by default.

To add the button to an upgraded org:

1. In Setup, navigate to Object Manager > Billing > List View Button Layouts.
2. Edit the List View layout.
3. Move Generate Billing PDFs from Available Buttons to Selected Buttons.
4. Click Save.

If you're not a Salesforce Administrator, ask your Administrator to complete this step before you continue.

Two Billing list views, PDF Email Sent and PDF Email Not Sent, use the PDF Email Status field (filtered to Sent and Unsent respectively) so you can quickly see which Billings still need to go out.

Mass Email Options

Email Enhanced PDFs (Winter '27)

For Billings that use an Enhanced PDF Format. If any selected Billing still uses a Visualforce PDF Format, you can select a fallback Enhanced PDF Format for it without leaving the page.

Step 1: Select Your Billings

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Billings.
2. Select a list view other than Recently Viewed.
3. Select the Billings you want to send. You can select up to 200 Billings at a time.
4. Click Generate Billing PDFs.

Step 2: Review Information

1. Review the preview grid that displays. It lists each selected Billing with its Billing Contact and Email Address.
2. If a warning icon appears next to a Billing, hover over it to see why. This happens when the Billing's PDF Format isn't an active Enhanced PDF Format with an active default template, for example if it's still on a Visualforce PDF Format. The tooltip reads: "This PDF format isn't set up for PDF generation (its Merge Type must be Document with a default template), or the record has no format. Select a fallback PDF format to apply." When this happens, a Fallback PDF Format field appears above the grid, listing your active Enhanced PDF Formats with an active template. Select one there to apply it to all flagged Billings.
3. If a Billing is missing a Billing Contact or Email Address, a warning icon appears with the tooltip "No contact with an email address — set a recipient to email this record." Click Set Recipient next to that Billing to add or correct one.

Step 3: Generate and Email the PDFs

1. To email the Billings, click Email PDFs. To save the PDF files without emailing them, click Save PDFs instead.
2. To confirm a Billing was emailed, open the Billing record. The PDF Email Status field displays Sent, and the generated PDF file is attached in the Files related list.

Billing PDFs are emailed from your own email address, not the PDF Format's Org-Wide Email Address. The Org-Wide Email Address applies only to Billings sent through the Automated Email Job. A Billing with no recipient still generates and saves its PDF and logs a Task on the Billing record so you can follow up, but is not emailed.

Email Billing PDFs

For Billings that still use a Visualforce PDF Format, use the legacy Create Billing PDFs button to email them in a batch. This flow remains fully available alongside Email Enhanced PDFs.

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Billings.
2. Select a list view other than Recently Viewed.
3. Select the Billings you want to send. You can select up to 200 Billings at a time.
4. Click Create Billing PDFs.
5. To email the Billings, click Email PDFs. Otherwise, click Save PDFs to save the PDF files.

Automated Email Job

If you'd rather not send Billing PDFs manually, set up the Automated Email Billing job in Automated Jobs to email them on a schedule instead. The job emails a Billing when it's Posted, its Billing Date is on or before today, its PDF Email Status is Unsent, and its PDF Format's Automated Email Delivery setting is Balance Due Only, Balance Due or Credit Memo Balance, Balance Due or Zero Balance, Zero Balance Only, or Always. This works for Billings on either a Visualforce or an Enhanced PDF Format.

Additional Information

• When Large Data Optimizer (LDO) is enabled, a Billing PDF with more than 10,000 lines can't be generated. For more information, see Large Data Optimizer.

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