Send an Invoice to a Customer

Sending an invoice finalizes it, emails the customer a link to their payment page, and moves the invoice to Issued. Send it from the invoice editor or straight from the Invoices list. An issued invoice stays editable.

Send a draft from the editor

Do this when you want to check the invoice one more time before it reaches the customer.

1. Open Invoices and click the draft invoice.
   • No draft yet: create an invoice first.
2. Check the customer, the line items, the issue date, and the due date. A draft saves as you type, and the toolbar shows Saved.
3. Click Finalize & send. The draft saves before it goes out. From the editor the email leaves right away, with no undo window.

The toolbar replaces Finalize & send with Charge card, and the invoice reads Issued in the list.

Send from the invoices list

Use this when the draft is already complete and you do not need to open it.

1. Open Invoices.
2. Find the draft invoice in the list.
3. Click Send invoice in its row.

The email is held for about 8 seconds before it goes out. While it is held, the row shows Sending in place of its status, and its button becomes Undo send. Click Undo send to keep the invoice as a draft. A notice confirms the cancel. Closing the notice sends the email right away. If you leave the page during the hold, the invoice sends immediately, and your browser asks you to confirm leaving.

Once the email goes out, the row's status changes to Issued and its button becomes Charge card. The invoices list holds the search and filters for finding it again.

Send several drafts at once

Use this when a batch of drafts is ready to go.

1. Open Invoices.
2. Tick the checkbox on each draft row, or tick the header checkbox to select every row on the page.
3. In the bar at the bottom, click Send invoices.

The bar shows how many invoices you selected. Select page selects every row on the page, and Clear empties the selection. The count in Send invoices is in brackets when only some of your selected invoices are drafts, such as Send invoices (2). Only drafts are sent. The batch uses the same 8-second hold and Undo as a single send, and one cancel covers the whole batch. If an invoice fails to send, it stays selected and the bar reports the failure.

Change an invoice after you send it

An invoice keeps its editor while it is Issued or Overdue, and saving sends the customer the corrected copy.

1. Open the invoice from Invoices.
2. Make your changes. A sent invoice does not autosave, so changes stay unsaved until you save them.
3. Click Save & send update.
   • Changed the customer: the old payment link stops working, and the new contact receives the invoice.
   • Someone else edited the invoice first: the save is refused and the page loads the current version.

The customer gets the updated invoice at the same payment link. Once a payment or a refund is recorded, or the invoice is voided, the invoice turns read-only.

Resend an invoice or share its link

The invoice's own actions cover a customer who lost the email, and a customer you want to reach outside email.

1. Open the invoice and open the Invoice actions menu.
2. Click Send reminder to email the current invoice again.
3. Click Copy payment link to paste the customer's payment page address into a text or a chat.

View public page in the same menu opens the page the customer sees. For the reminder wording and timing, see payment reminders.

What blocks a send

• No reply-to email: a warning banner sits above the invoices list. Click Set reply-to email, fill in your business email in business settings, and send again.
• No customer or no line items: Finalize & send waits until both exist.
• A line with no price: the send button is disabled until every line is priced.
• A total of zero: the total has to be above zero.
• An unverified sign-in email: verify your own email address first.
• No email on the customer's contact: the invoice finalizes to Issued, and nothing is emailed. Add an address to the contact, then use Send reminder.

What the customer receives

• Email: your organization name, the invoice number, the amount due, the due date when the invoice has one, and a View & pay invoice button. Replies reach your reply-to email.
• Text message: the same link in one line. It goes out only when SMS notifications are on for your organization and the customer is reachable by text.
• Payment page: the invoice number, the invoice date, the due date, the line items, and a pay button carrying the amount due, such as Pay $450.00. The customer can pay a different amount from the same page. What happens next is in collect a payment.