27 - How to Email a Receipt
What is Emailing a Receipt?
Instead of printing a receipt and handing it to a member, you can send it to the email address on file for them. M2 emails them a PDF copy of the receipt right away, so they have a record of their payment without you needing to print or mail anything.
Before You Begin
The person must have a default email address on file in M2. If they don’t, the option to email a receipt won’t be available for them — see “How to Add an Email Address to Member Profile” to add one first.
Getting Started / How to Access
- Open the payor’s Payment History — this is usually reached from their membership record, or from the payment screen right after you record a payment.
- Find the receipt you want to send in the list.
Emailing a Receipt
In the receipt’s row, look for the envelope icon. It only appears if the payor has a default email address on file.
- Click the envelope icon next to the receipt.
- M2 sends the email right away — there’s no confirmation screen or extra step to click through.
- You’ll see a message: “Receipt emailed to [email address].”
That’s it. Each click sends a new copy, so if you need to resend, click the envelope icon again.
What the Recipient Receives
The email arrives with:
Subject: Receipt from [Your Local’s Name] — [Receipt Date]
Greeting: “Dear [Name],”
Body: A short message confirming the amount received, the date, and which local it was received by, followed by “Please find your receipt attached as a PDF.”
Attachment: A file named receipt.pdf with the full receipt details.
Emails are queued to send in the background, so it may take a minute or two to arrive rather than appearing instantly.
Tips
- Check the email address first. If you’re not sure the address on file is current, verify it on the member’s profile before emailing the receipt — M2 always sends to whatever is marked as the default email address.
- You can resend as many times as needed. There’s no limit — click the envelope icon again if the first email didn’t arrive or was sent to the wrong inbox after you’ve corrected it.
- Printing is still available. If someone prefers a paper copy, or doesn’t have an email address on file, use the print icon next to the receipt instead.
Troubleshooting
Q: I don’t see an envelope icon next to a receipt. A: The payor doesn’t have a default email address on file. Add one to their profile, then return to their Payment History — the envelope icon will appear.
Q: The member says they never received the email. A: Ask them to check their spam or junk folder first. If it’s still missing, confirm the email address on their profile is correct, then click the envelope icon again to resend.
Q: Can I choose a different email address than what’s on file? A: Not from this button — it always sends to the default email address. To send elsewhere, update the member’s default email address first, or print the receipt and email it yourself using your own email program.
Q: Will emailing a receipt notify the member automatically when I record a payment? A: No. Recording a payment doesn’t send anything on its own — the email only goes out when you click the envelope icon.
Related Guides
- How to Print a Receipt
- How to Record a Dues Payment
- How to Add an Email Address to Member Profile
Glossary
Local — The individual unit within your organization where members hold their primary membership. Depending on your organization, this might correspond to a lodge, chapter, local committee, or similar body.
Member — A person who holds membership in your group.