Case study · JTL-Wawi
Sending invoices to multiple recipients in JTL-Wawi
Invoices go out automatically to the customer, with a copy to accounting and a discreet copy to supporting agencies. It's all controlled through the contacts on the customer record, with no manual sending.
- System
- JTL-Wawi
- Industry
- Retail
The starting point
What wasn't working
A retail company using JTL-Wawi had an everyday but annoying problem. Invoices needed to go to several places at once: to the customer, as a copy to the company's own accounting team, and for agency-managed customers also to the agency, without the customer seeing that.
Out of the box, JTL-Wawi only provides one email address per customer. The result: invoices were sent and forwarded by hand. That cost time every day, copies were forgotten, and depending on who handled the sending, invoices went to different addresses.
The solution
How it works
The solution uses only JTL-Wawi's built-in tools (workflows and contacts) and needs no extra software or ongoing plugin fees.
As soon as an order has been fully delivered, JTL-Wawi sends the invoice automatically, with a delay, in the evening. The team controls who receives it directly on the customer record: contacts assigned to a specific department become invoice recipients, others become hidden readers (BCC). Accounting is set up as a fixed copy recipient and doesn't need to be maintained per customer.
A fallback makes sure no invoice gets stuck: if no invoice recipient is set, the email address of the billing address or the customer's default address is used automatically. For deliberately resending an invoice, for example at a customer's request, there's a dedicated workflow event that sends it to exactly the same recipients with one click: no typing addresses, no typos.
Invoice recipients
The invoice goes to every contact set up as an invoice recipient for the customer, or via fallback automatically to their default address.
one or more addresses
Accounting
Every invoice goes to central accounting as a visible copy. The address is fixed in the system, with no per-customer upkeep.
set once
Agencies
Supporting agencies receive the invoice as a blind copy. The invoice recipient can't see that the agency is reading along.
as many as needed
The result
What it changes day to day
- No more sending invoices by hand: delivery runs automatically once an order is fully shipped
- No forgotten copies: accounting automatically gets every invoice in CC
- Agencies read along discreetly in BCC, other recipients don't see it
- Fallback logic: no invoice gets stuck, even when no contact is set up
- One-click resend with the same recipient logic, without typos or wrong addresses
For your business
What you get
I can set this solution up in your business too: adapted to your processes and documented so your team can work with it right away.
Set up at a fixed price. We clarify the effort and your quote in a short, free initial call.
- Setting up the workflows in your JTL-Wawi, including a test run
- Recipient control through contacts, which your team can maintain without technical knowledge
- An illustrated step-by-step guide for your team
- Adaptation to your processes, e.g. other document types, sending times or recipient groups
FAQ
Quick answers
Will this work in my JTL-Wawi?
The solution uses JTL's own workflows and needs no additional software. Whether your version and email setup meet all requirements is something we clarify in a short, free initial call.
What happens if a customer has no invoice recipient set up?
Then a fallback kicks in automatically: the invoice goes to the email address of the billing address, or else to the customer's default address. No invoice ever gets stuck.
Can this be applied to other documents?
Yes. The same recipient logic works for quotes, order confirmations, delivery notes or payment reminders. I can set that up at the same time if you like.
Does my team need to learn anything new?
Only a few steps: entering the right contacts when creating a customer. Your team gets an illustrated guide for that, and from then on everything runs by itself.
Want this running in your business?
Describe your current process in two sentences. I'll get back to you with an honest assessment of what's possible.
Send a no-obligation request