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Sales invoices

Email an invoice to a customer

Once an invoice is issued you can email it straight to your customer, with the PDF attached and a link to view it online. Emails are queued and delivered in the background, so you…

Email an invoice to a customer

Once an invoice is issued you can email it straight to your customer, with the PDF attached and a link to view it online. Emails are queued and delivered in the background, so you can carry on working.

Before you begin

  • The invoice must be Issued. You cannot email a draft — issue it first. Voided and written-off invoices cannot be emailed.
  • The customer needs an email address — on a contact person or on the customer record itself. If none exists anywhere you will be asked to add one first.

Steps

  1. Open the issued invoice and select Send Email.
  2. Check and complete the Send Invoice … by Email window:
    • To — a drop-down of the customer's contact people, pre-selected on the contact holding the Invoice recipient role (falling back to the primary contact, then the account email). You can pick any contact or type any other address (required).
    • CC — optional; pick contacts or type addresses. Other holders of the Invoice recipient role are suggested automatically.
    • Subject — pre-filled (for example Invoice INV-0001); edit if you like.
    • Message — a default covering note is provided; edit it as needed. You can select Preview the attached PDF to check the attachment first.
  3. Select Send Email.

[Screenshot required: Send Invoice by Email window showing To, CC, Subject and Message]

You can also email a single invoice straight from the invoices list using the envelope button on its row — it opens the same send window.

To email several issued invoices at once, go to the invoices list, tick them and select Send Selected. Each goes to its own customer's Invoice recipient contact (falling back to the primary contact, then the account email), with other role holders CC'd; drafts, voided/written-off invoices, and customers without any email address are skipped, and you get a summary of the result.

What happens next

  • The email is queued and delivered in the background — usually within a few seconds.
  • Your customer receives the message with the invoice PDF attached and a link to view the invoice online.
  • The invoice's details page shows when it was last sent, to whom and the delivery status.

Delivery moves through these send statuses:

  • Pending — queued, waiting to be sent.
  • Sending — being delivered.
  • Sent — delivered successfully (with the time).
  • Failed — delivery did not succeed. Sales Scribe retries automatically a few times before giving up.

You can send an invoice again at any time by opening it and selecting Send Email once more.

Important notes

Note: Online card payment is not available in this version. Your customer can view and download the invoice online but pays using the bank details in your Payment Instructions on the invoice. The email does not include a "pay now" button.

  • The PDF attached is the archived copy captured when the invoice was issued, so it always matches what you issued — see Download or print an invoice.

Troubleshooting

  • "Issue the invoice first" — the invoice is still a draft. Issue it, then send.
  • "… has no email address configured" — add an email address to the customer's record and try again.
  • A send shows Failed — it is retried automatically; if it keeps failing, check the address and see Emailing a document failed.
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