Email income tax payment notices

Overview

Tax payment notices can be emailed as PDF attachments directly from TaxLab, either for a single entity or a group of entities. Check contact details, update task progress, then select task/s to send emails directly to end users.

Confirm contact details

Payment notices are emailed to the contact assigned to entity, using the email address and addressing the email to the contact name. Emails are sent directly from the email address of the user assigned as the manager for the entity, and the manager is also cc'ed into the email. This means that if the contact replies to the email, or they have an out of office message on, it will be received directly in manager's email inbox.

To check and update entity contact details:

1. From the TaxLab home screen, in the navigation bar select Administration > Entity Management.
2. Use the filters to find the entity/ies to be checked.
3. Confirm the assigned contact and email address are correct. 
4. Confirm the assigned manager is correct. 

New contacts can only be created by Administrators.

Email a payment notice

Once contact details are confirmed and the payment notice has been finalised, it is ready to be emailed. The payment notice is included as an attachment to the email, rather than text in the email. This email text is configured during your organisation setup.  The style of the attached notice will be in the default theme and office for your organisation, unless the notice was previously printed using a different theme or office. 

1: Send from the payment tasks overview screen (multiple notices)

Payment notices can be sent as single emails, or as multiple separate attachments to the same email.

1. From the TaxLab home screen, in the navigation bar select Workflow > Payments.

   Select the relevant due date (overdue dates are shown in red).

   Select from: 

   • the name of the group 

   • Not Grouped or 

   • All Payments. This opens the payment tasks overview screen for that date, filtered by whichever option was chosen previously.

2. Select the settings cog, then select Send by Email Details. This view displays the Addressee (who the payment notice is addressed to) and their Email address. The Theme of the payment notice shows the template used, and the Office the notice is addressed from.
3. Select the relevant entities using the check boxes. If multiple entities are selected with the same contact details, the payment notices will be included as individual attachments to the same email.
4. Select Edit.
5. Change the Progress to Ready to Send, then Save changes to [x] tasks. 
6. From the payment tasks overview screen, select the Send by Email button, and the email will then be delivered within 10 minutes.
7. Once the email is sent, the Progress will automatically be updated to Sent and the Email status to Delivered.

2: Send from the payment task screen (single notice)

1. From the payment tasks overview screen, select the task to open it in a new tab.
2. In the Task section, change the Progress to Ready to Send.
   
3. At the bottom of this section, select Send by Email, and the email will then be delivered within 10 minutes.
4. Once the email is sent, the Progress will automatically be updated to Sent and the Email status to Delivered.

Troubleshooting

Email didn't send

If the progress of the task does not update to sent there may have been an error with the sending. 

• Check that the email address is accurate (formatted and spelled correctly), and 
• Check that the email address is active (the contact is currently using that email), then 
• Resend by setting the Progress back to Ready to Send and selecting the Send by Email button. If issues persist, contact Support.

Related articles

Set up payment tasks

Navigating payment tasks

Prepare income tax payment notices

Print income tax payment notices