Sending an invoice

Preview and Send Email opens one window with the message on the left and the invoice itself on the right, exactly as the client will see it. Nothing goes anywhere until you press Send Invoice.

Invoice page → Preview and Send Email

The message

• Delivery mode — Email, Whatsapp, or Both.
• To and CC — the recipient, and anyone else on the client’s side who should have it. Select contact details picks from the client’s contacts rather than typing addresses.
• Subject — filled in with the invoice reference, editable.
• Message — generated from a template. The dropdown beside it switches template, and the gear opens the template settings, which change the wording for every invoice sent afterwards.

The message already carries the amount and the date it is due for payment, and it can carry a payment button — see taking payment from the email.

Preview and Send Invoice → Message

Taking payment from the email

The invoice email can carry a payment button, so the client settles the bill without leaving it.

The button comes from an integration. Connect PayPal or Stripe in Settings → Integration, and both payment buttons become available in the email template designer. Place one in the template you send, and every invoice that goes out with that template carries it.

The button is tied to the invoice: the client clicks it and is shown exactly what is outstanding on that invoice.

When they pay, the invoice is marked paid automatically — there is no payment for you to record afterwards. It appears in the invoice’s payment history with the mode it was paid by.

Attachments

Add Attachment puts any file alongside the invoice. Separately, Other Attachment(s) lists documents the system already holds for this work — the job card being the common one. Tick it and the client receives the record of what was done alongside the bill for doing it.

The preview and its template

The right-hand side is the invoice as the client will see it: your letterhead, the Invoice Number and Po Number, the dates, Bill to and Shipping Address, the priced lines, and your Notes — which is where bank details for payment normally sit.

The dropdown above the preview switches template, so a detailed layout can go to one client and a basic one to another. Job custom fields appear on the invoice only when they contain data.

Download saves that PDF without sending anything.

Collecting a signature

Tick Send E-sign Pad with Email and the client can sign the invoice electronically, with an E-Sign option appearing in the message body.

Note

That tickbox only appears if the invoice template is set up to collect a signature. It is enabled in Settings → Invoice & Accounts → Invoice Template (equivalently Settings → Template → Invoice Template): choose the template, open the Signature, T & C section, enable Customer Signature and Customer Name, and Update Template.

If you cannot find the e-sign option when emailing an invoice, that setting is why.

After sending

Sending confirms with “Invoice generated and mail sent successfully.” The invoice is now with the client, and what remains is recording the payment when it arrives.