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Sending Invoices by Email

Once an invoice is approved, you can send it directly to your customer via email.

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How to Send

  1. Open the invoice from the Sales page
  2. If the invoice is in Draft, click Approve and Send or approve first, then click Send
  3. The send modal opens with the email details

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Email Configuration

Screenshot: The invoice send modal showing the customer name, email address, rich text email body editor with template placeholders, the “Alert on Status Update” checkbox, and the Send button.
The send modal shows:
  • Customer name - Confirmed recipient
  • Email address - Pre-filled from the customer record
Email Body: A rich text editor with a pre-populated template that includes:
  • Customer name
  • Invoice reference
  • Total amount
  • Link to view the invoice online
  • Link for online payment
  • Your organisation’s accounts team name
You can customise the email text before sending. Alert on Status Update: Tick this checkbox to receive notifications when the customer opens or interacts with the invoice.

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What Happens When You Send

When you click Send:
  1. An HTML version of the invoice is generated
  2. A PDF copy is created and stored
  3. The email is queued with the invoice attached
  4. The invoice status updates to “Sent”
  5. A confirmation notification appears
The invoice is now locked and cannot be edited. To view it later, use the View PDF option.

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After Sending

  • The invoice appears as “Sent” in the Sales aging view
  • Payment tracking begins
  • If “Alert on Status Update” was enabled, you will be notified of customer interaction