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Debtor and Client Field Relationship

  • February 25, 2025
  • 5 replies
  • 22 views
J

Hello!

I reviewed the online tutorials and was unable to locate a description about how the Client and Debtor fields interact with each other. What I am specifically interested in is whether contact information from the Client field will be used to send invoices to the client if the Debtor field is left blank. It is my experience that the Client information does port over however there have been instances where that does not happen. If my experience is correct, is there any explanations for why the information would not port over in certain circumstances?

Best answer by Sara Sultan

Hello, 

The first client entered is automatically set as the default debtor.  If there are two or more clients, only the first will list as a default. If you need to override that, you can enter in the debtor section.  If the debtor is your client, no need to do anything extra.

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Sara Sultan
Smokeball Team
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  • Sara SultanSmokeball Team
  • Smokeball Team
  • February 26, 2025

Hello, 

The first client entered is automatically set as the default debtor.  If there are two or more clients, only the first will list as a default. If you need to override that, you can enter in the debtor section.  If the debtor is your client, no need to do anything extra.

Sara Sultan (she/her)
J
  • jharrellContributor
  • Contributor
  • February 26, 2025

Sara,

This reflects my understanding of how the Client and Debtor fields interact. Yesterday when I posted my question, I was reviewing a file with a single client and the debtor field was left blank. The client record contained a valid email address. Despite this, email containing invoices failed to send and returned the following error: “Cannot send email due to missing/invalid contact email address.” We just completed an invoicing cycle and the same thing occurred. I am not sure why. I confirmed the email address in the client file matches the client’s email address from which we receive his regular communication. Any ideas why we are experiencing this issue?

Sara Sultan
Smokeball Team
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  • Sara SultanSmokeball Team
  • Smokeball Team
  • February 26, 2025

Is the client a company?  If so, we look at the email on the company, not the contact associated with the company.

Sara Sultan (she/her)
J
  • jharrellContributor
  • Contributor
  • February 27, 2025

Sara,

Good suggestion! The client was an individual. It seems like an open and shut case where the email from the client record should direct the sending of the invoice. Any other ideas? Would a phone call with Smokeball tech support be helpful?

Sara Sultan
Smokeball Team
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  • Sara SultanSmokeball Team
  • Smokeball Team
  • February 27, 2025

I would definitely recommend a call will Support to look into this.

Sara Sultan (she/her)

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