How to Email Invoices from Legacy Accounting Software (No Email Module Needed)

A lot of business software was built when invoices went out on paper. Desktop accounting packages, industry billing tools and custom ERP systems can print, and some can save a file, but they have no built-in email module, or the module only works with one mail program.

Upgrading or replacing that software to get email delivery is expensive and often not possible, because the invoice layout, the numbering and years of data live in it. What you need is a way to send what the program already prints.

PrintPilot installs a Windows printer called PrintPilot. When you print an invoice to it, Windows creates a PDF and PrintPilot opens a Send printed document window. You choose a saved rule or type the recipients, press Send, and the PDF goes out as an attachment from your own mail account.

There is no plug-in or integration to set up. It works the same way with SAP Business One, DATEV, Sage, an Excel invoice template or a custom ERP: if the program can print on Windows 10 or 11, PrintPilot can send what it prints.

Download PrintPilot (MSI installer or Microsoft Store) and sign in. Open the dashboard, go to Email and press Add a sender. You can connect a Google account, a Microsoft 365 or Outlook account, or any SMTP mailbox.

Invoices are sent from your own address, so they land in your Sent folder and customers reply to you as usual. You can connect more than one sender and mark one as the default.

Rules save the recipients and texts you use again and again. In Rules, press Add rule, give it a name such as Invoices to accounting, and tick Send email. Enter the recipients separated by commas, choose the sender, and write the subject and body. The placeholder {fileName} puts the document name into the subject. Tick Archive PDF if you also want a copy in the local archive.

If you leave the recipients empty, PrintPilot uses the default recipient from Email settings. The free plan includes one rule; paid plans have unlimited rules.

In your accounting software, open the invoice, press Print and select the PrintPilot printer. The Send printed document window opens. Choose Use a saved rule to send it with the rule from step 2, or Manual recipients to type To, Cc and Bcc yourself. Addresses you save in the Address Book can be picked from a list.

When every invoice goes to a different customer, the AI assistant on paid plans saves the typing: it reads the PDF, fills in the recipient that the invoice names, and writes the subject and a short message.

Every print becomes a job in the dashboard. The Jobs list shows the document, the rule, the recipient and the status, such as Delivered, Archived, Retry or Failed. If the network or the mail server is briefly unavailable, PrintPilot retries the email on its own instead of losing it.

The PDFs stay on your PC in the PrintPilot archive folder (C:\ProgramData\PrintPilot\archive), so you have a copy of every invoice that went out.

Every new account starts with a 14-day trial with all features and no credit card. After the trial, the free Freemium plan keeps sending up to 15 emails per month. Paid plans are billed per device and month: Personal €4.90 (1 device), Team €14.90 (5 devices), SMB €34.90 (20 devices), Business €54.90 (50 devices) and Enterprise €74.90 (100 devices), plus VAT where it applies. Paid plans have no monthly email limit and include 100 AI pages per billing period.