For many companies, the simple act of sending invoices is more complex than it should be. Do you email them directly out of Business Central? Do you still print and mail? And why does the system sometimes prompt you for each invoice, while other times everything goes out in one batch?

Let’s look at the business case for emailing instead of printing, then explore the role of Document Sending Profiles and the nuances between Post and Send, Post Batch, and Send from Posted Sales Invoices.

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Why Move from Print to Email?

1. Cost Savings

Paper, envelopes, postage, and staff time add up fast. Emailing invoices eliminates nearly all of those costs.

2. Speed and Cash Flow

Email delivery is instant — meaning faster customer review and quicker payment turnaround.

3. Accuracy and Tracking

Printed invoices can get lost in transit. With email, you retain a digital record that reduces disputes over whether an invoice was received.

4. Sustainability

Emailing helps reduce your company’s paper footprint, aligning with sustainability initiatives many customers value.

👉 Still, some customers need printed copies for compliance or internal workflow reasons. That’s where Document Sending Profiles allow you to balance both.

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Document Sending Profiles: The Rules Behind Sending

Every time you send an invoice, Business Central looks to see:

1. Does the customer card have a Document Sending Profile assigned?
   • If yes → BC uses it.
   • If no → BC falls back to the default Document Sending Profile.
2. What is that profile set to do?
   • Email = Yes (Prompt for settings) → BC will stop for confirmation of “Send Document to” settings unless you override (more on this later)
   • Email = Yes (Use Default Settings) → invoices email automatically with no prompts.
   • Email = No, Print = Yes → invoices go to the printer.
   • Email = Yes, Print = Yes → invoices email and go to the printer.

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Sending Methods Compared

Post and Send (at time of posting an order or invoice)

• When you choose Post and Send, BC immediately generates and emails (or prints) the invoice based on the Document Sending Profile.
• If the profile is Use Default Settings, it sends automatically.
• If the profile is Prompt, you’ll be asked to confirm before the invoice goes out.
• Best for: one-off orders where you want to ensure the invoice is sent right away.

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Send from Posted Sales Invoices (after posting)

• From the Posted Sales Invoices list, you can select multiple invoices and choose Send.
• If all customers profile is Email = Yes (Use Default Settings), everything goes out in one pass.
• If profiles are mixed (some email, some print, some prompt), BC will prompt you to decide how to handle.
• Best for: batch processing invoices once per day or week.

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Send from Posted Sales Invoices with Mixed Sending Profiles

When sending selected posted sales invoices with varying sending profiles, BC will ask if you want to:

2. Confirm the first profile and use it for all selected documents.
3. Confirm the profile for each document.
4. Use the default profile for all selected documents without confirmation.

To guarantee no prompts when batch sending, the sending profile in play (customer’s or default) must be Email = Yes (Use Default Settings).

• If sending profile is set to Prompt, “Send Document To” settings page will open.
• Only “Use Default Settings” ensures one-click batch sending.

If any sending profile used in the Send batch is set to “Prompt” or “No” for email and you want to email all selected invoices, you can override the assigned document sending profile. After selecting Send, select Confirm the first profile and use it for all selected documents. When the “Send Document To” settings page opens, make certain that Email = Yes (Use Default Settings). BC will use this single sending profile and apply it to every invoice in the batch, regardless of the sending profile assigned or the default.

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Post Batch (batch posting Sales Orders or Sales Invoices from the list page)

• When you select multiple sales orders or sales invoices and choose Post Batch, BC posts them all at once.
• ⚠️ Important: Post Batch does not include “Send.” It only posts the invoices.
• This means:
  • No emails are generated during the batch posting.
  • The resulting Posted Sales Invoices must still be emailed afterward (individually or in batch).
• Best for: high-volume posting where the sending step will be handled separately, usually via Send from Posted Sales Invoices.

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Decision Matrix

Sending Profile Setup	Post and Send	Post Batch (Sales Orders)	Send from Posted Sales Invoices
Email = Yes (Prompt)	Stops with confirmation prompt.	Invoices posted only. No emails sent.	Prompts for each, unless overridden.
Email = Yes (Use Default Settings)	✅ Emails automatically, no prompts.	Invoices posted only. No emails sent.	✅ Batch sends all invoices automatically.
Email = No, Print = Yes	Prints immediately.	Invoices posted only. No print/email triggered.	Prints invoices; if mixed, prompts appear.
No profile → Default = Email (Use Default Settings)	✅ Emails automatically.	Invoices posted only. No emails sent.	✅ Emails automatically in batch.
No profile → Default = Prompt	Stops for confirmation.	Invoices posted only. No emails sent.	First dialog will appear.
No profile → Default = Print	Prints instead of email.	Invoices posted only. No print/email triggered.	Prints invoices.

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Sharing the Righter Way™

So, what’s the Righter Way?

• Email by default — it’s faster, cheaper, greener, and improves cash flow.
• Assign Document Sending Profiles on customers for consistency, with Email = Yes (Use Default Settings) wherever possible.
• Use Print sparingly — only for customers who demand paper.
• Remember:
  • Post and Send = post + immediate delivery.
  • Post Batch = posting only — you’ll still need to send afterward.
  • Send from Posted Sales Invoices = batch sending of already posted invoices.
  • When batch sending, select Confirm the first profile and use it for all selected documents to override document sending profiles for all documents the selected batch with Email = Yes (Use Default Settings).

By aligning your business practices (why email beats print) with your system setup (sending profiles, defaults, and sending methods), you transform invoicing from a manual bottleneck into a streamlined process that saves money, speeds cash flow, and meets customer needs.

That’s Sharing the Righter Way™ to make Business Central work for you — not the other way around.