Bulk sending & downloading financial documents

6 minute read

Once you’ve run your invoice schedules and or billing contracts in Found, you can issue the financial documents to your fee payers based on their preferred delivery method:

• Email
• Post
• Does not receive 

You can manage this at scale by bulk sending or downloading the documents directly from the product. 

Issuing options

After generating financial documents, you’ll be presented with one of three ways to issue them:

• Send as Preferred (recommended option)
  • Based on the fee payer's preferred delivery method set within the fee payer profile, send each document based on the fee payer’s delivery preference (email, post, or does not receive invoices).
• Send as Email
  • Sends all selected documents via email, overriding the fee payer’s preferred method.
  • Fee payers without email addresses will be flagged and excluded.
• Download as PDF
  • Allows you to download all selected documents in a single PDF file for postal delivery outside of the product
  • This also overrides fee payer preferences.

How to send or download financial documents

1. Navigate to the Billing tab
2. Choose one of the following:
   1. Invoices & Accounts
      1. Select a Location
      2. Click View Invoices & Credit Notes
   2. View Invoices & Credit Notes
      1. You must select a Location
      2. Sending is currently only allowed at the Location level, not via Entity or Group views.
3. Choose between:
   1. Line Items Table – displays each charge individually
      1. Please note if you select to issue via line items, when selecting an indivdual line item, all associated line items for that document will also be selected automatically.
   2. Headers Table – shows one row per document
4. Apply the relevant filtering to select the financial documents you wish to send or download
   1. Please note you can increase the view to up to 500, allowing you to send up to 500 documents at once.
5. Once you've selected at least one document, three buttons will appear:
   1. Send as Preferred
   2. Send as Email
   3. Download PDF

What happens when you choose each sending option?

• Send as Preferred
  • You will see:
    • Number of documents to be downloaded as PDF
    • Number of documents to be emailed
    • Number of documents not are not required to be sent (e.g. local authorities)
• Send as Email
  • You will see:
    • Number of documents that can be emailed, based on whether the fee payer has a valid email address.
    • The option to populate the email message either via a pre-made template or by composing an email
• Download as PDF
  • You will see:
    • Number of documents that will be included in the PDF.

Once confirmed:

• You’ll receive an email with a download link
• Each generated file includes up to 250 pages per PDF
• If your documents exceed 250 pages, you’ll receive multiple download links

Tracking sent and downloaded financial documents

• Once financial documents have been sent or downloaded, Found will automatically update their status in the financial document in the summary bar to help you track delivery:
  • If sent via email: The Sent field will update from “No” to “Yes”.
  • If downloaded as PDF: The Downloaded field will update from “No” to “Yes”.

These fields are visible within the financial document summary bar and can be used to monitor which documents have been issued and which remain outstanding.

To easily identify documents that have or haven’t been sent, use the Preferred Delivery Method filter followed by either the Sent or Downloaded filter. This enables you to compare those marked “Yes” (successfully issued) against those marked “No” (pending issue), supporting a clear audit trail and helping ensure all financial documents are actioned correctly.

Activity timeline

Each financial document includes a detailed Activity Timeline, providing a transparent audit trail of actions taken.

• If sent via email: The timeline will display the date, time, recipient’s email address, the email content, and the attached financial document.
• If downloaded as PDF: the audit trail will be accessible via the History tab, which will show the date, time, and the name of the user who downloaded the document.

This ensures full visibility and accountability for all document-related activity.