Using PHP Batch Email Sender to Automate Invoice Notifications for Accounting Departments
Save time in your accounting department by using PHP Batch Email Sender to automate invoice notifications with ease and reliability.
Every month-end used to be chaos.
I’d sit there staring at an endless spreadsheet of client names, invoice numbers, and payment dates.
Manually attaching PDFs, copy-pasting the same email template, double-checking addressesit was mind-numbing.
And worse, I’d always miss one or two. That led to awkward follow-ups and delays in cash flow.
That’s when I started looking for something that would take email sending off my plate entirely.
I didn’t need another overpriced SaaS tool with monthly fees.
I wanted something simple, flexible, and fully under my control.
That’s how I came across VeryUtils PHP Batch Email Sender.
Why accountants dread invoice email notifications
If you work in finance or accounting, you know the drill:
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Invoices go out at the end of the month.
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The list of recipients changes constantly.
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Some clients need a personalised message.
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Others want attachments in a certain format.
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And the accounting software’s built-in email feature? Too clunky, too slow, and too limited.
Miss one email, and it looks unprofessional.
Send duplicates, and you risk confusion.
Either way, the credibility of your department takes a hit.
How I discovered VeryUtils PHP Batch Email Sender
I stumbled upon it while hunting for an open-source script I could customise.
Most bulk email tools online lock you into their ecosystem.
They want you to pay monthly for the privilege of using your own SMTP server.
Not this one.
The VeryUtils PHP Batch Email Sender is a one-time purchase.
You get the full PHP source code, so you can tweak it as much as you like.
It runs on Windows, Mac, and Linux, so you can drop it into almost any environment.
It’s not some shiny dashboard tool.
It’s lean.
It’s script-based.
And it does one thing exceptionally well: batch sends emails on command or on schedule.
Key features that made the difference
Here are the things that actually mattered for my team:
1. Multiple SMTP support
Accounting departments often deal with large client bases.
Sending 1,000+ emails through a single SMTP server? Risky.
You’ll hit rate limits.
This tool cycles through multiple SMTP servers automatically.
It keeps your delivery rates high and avoids unnecessary blocks.
I once ran a batch of over 3,000 invoice reminders overnight.
Not a single bounce due to rate throttling.
2. No more duplicate sends
The script saves sent addresses to emails-sent.txt.
It checks against this file before sending anything new.
This might sound small, but it’s a lifesaver.
Before using this, I accidentally sent the same invoice reminder twice.
A client replied: “Got it the first time. Thanks.”
Embarrassing.
That hasn’t happened since switching.
3. Resume where you left off
Ever had a process crash halfway?
Internet cuts, server hiccupsit happens.
This script remembers where it stopped.
You can restart, and it picks up right where it left off.
I used this once after a late-night power cut.
Instead of starting from scratch, the tool just continued.
That alone saved me an hour of cleanup.
4. Personalisation with ease
Invoices aren’t just “Hello customer.”
They need names, amounts, due dates, references.
The Batch Email Sender lets you insert dynamic fields.
I fed it a plain text list with variables like {name} and {amount}.
Every client received a personalised message.
No CRM bloat, just straightforward personalisation.
5. Tracking and validation
It has open tracking.
I can actually see which emails were opened.
For collections, that’s powerful.
If a client claims they never got the invoice, I have proof they opened it.
Plus, the script automatically removes invalid addresses.
That cleaned up my mailing list faster than any manual check.
Who this tool is for
From what I’ve seen, it’s perfect for:
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Accounting departments sending recurring invoices.
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Freelancers and small agencies who don’t want SaaS overhead.
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Businesses with international clients juggling multiple SMTPs.
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IT teams who need a customisable script for bulk communication.
If you’re the person in charge of invoices, receipts, or payment remindersyou’ll thank yourself for setting this up.
How I use it day-to-day
Here’s my routine:
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Export client emails from the accounting system.
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Drop them into
emails-queue.txt. -
Prepare my HTML template with placeholders for name and invoice details.
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Run the script from the command line.
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Walk away.
The script logs everything.
It writes all successfully sent emails into emails-sent.txt.
It flags duplicates automatically.
And I can check the logs later to see which messages were opened.
No stress.
No wasted time.
Just invoices out the doorfast.
Why not just use other tools?
I tried Mailchimp.
Too expensive for something as basic as invoices.
I tried sending through Outlook.
Slow, unreliable, and easy to mess up attachments.
I looked into accounting software’s built-in emailers.
Rigid. Limited. No SMTP flexibility.
The VeryUtils PHP Batch Email Sender was the only one that hit the sweet spot:
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No monthly cost.
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Full source code.
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Runs anywhere.
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Scales effortlessly.
Wrapping this up
If you’re drowning in manual invoice notifications, stop wasting hours.
This script has been a game-changer in my department.
It solves the nightmare of duplicates, missed emails, and SMTP limits.
And because it’s so flexible, I can adapt it whenever workflows change.
I’d highly recommend this to anyone dealing with large volumes of invoices or payment reminders.
Take it from meautomation is the only way to stay sane in accounting.
Click here to try it out for yourself: https://veryutils.com/php-script-batch-send-emails
Custom development services by VeryUtils
Not every business runs the same way.
That’s why VeryUtils also offers custom software development if you need something beyond what’s in the box.
They build tailored utilities for Linux, macOS, Windows, and server environments.
Their team works with Python, PHP, C/C++, .NET, JavaScript, and more.
They even develop Windows Virtual Printer Drivers that capture print jobs into PDF, EMF, PCL, Postscript, TIFF, or JPG formats.
If your needs are more advanced, they can help with:
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Customised document processing workflows.
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OCR solutions for scanned invoices or PDFs.
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Barcode recognition and generation.
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Digital signatures and DRM protection.
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Cloud-based services for document conversion and management.
If you need something bespoke, you can contact their support centre here: https://support.verypdf.com/
FAQ
1. Can I use PHP Batch Email Sender without technical knowledge?
Yes. If you can edit a text file and run a script, you’re good. No coding required.
2. How many emails can I send per day?
It depends on your SMTP limits. The script itself can handle thousands in a batch.
3. Does it work with Gmail or G Suite?
Yes. It supports Gmail with SSL/TLS and even 2-step verification.
4. What happens if my email list has invalid addresses?
The script automatically detects and removes them to keep your list clean.
5. Can I personalise invoice emails with client names?
Absolutely. You can use placeholders in your templates for names, amounts, and other details.
6. Does it support attachments?
Yes, you can send invoices as PDFs or other file types with your emails.
7. Can I track if clients opened the invoice email?
Yes. Open tracking is built-in, so you know who’s actually engaging.
Tags
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PHP Batch Email Sender
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automate invoice notifications
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bulk email for accounting
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SMTP email automation
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VeryUtils email sender
Final word: If your accounting department is still manually sending invoice notifications, the VeryUtils PHP Batch Email Sender will change your workflow forever.