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Sending moves a draft to Sent and emails it to the client’s billing contact with the invoice PDF attached.

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Before you send

1

Check the lines

Read the invoice document. This is what the client sees.
2

Check the totals

Subtotal, discount, tax and total. See /invoicing/taxes-and-currency.
3

Check the From block

Your company name, address and tax id. See /invoicing/invoice-sender-details.
4

Check the Bill to block

The client name and the billing contact’s email. The email is the first contact on the client record.
5

Check the due date

It came from your payment terms and can still be edited while the invoice is a draft.
Sending is not reversible. There is no unsend. Once an invoice is sent you correct it with a credit note, a write-off, or by voiding it.

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How to send

Open the invoice and click Send invoice. The button appears only on a draft, and only if you hold invoice.manage. You see “Invoice INV-000042 sent.”

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What the client receives

An email to the client’s billing contact containing: The billing contact is the first contact on the client record. If the client has no contact with an email address, no client email is sent and nothing fails – the invoice is still marked as sent.
A client contact is not a login. They receive the email whether or not they have portal access. See /clients/client-contacts.

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Who else is notified

Your workspace owners and admins get an internal notification that an invoice was sent. The person who clicked send is not notified about their own action. On the due date, if the invoice is still unpaid, your owners and admins get an internal overdue notice. A paid or voided invoice fires nothing. Neither of those notices reaches the client.

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What changes when you send

The invoice number, the totals, the tax lines, the exchange rates and the sender block were all fixed when the invoice was created. Sending changes none of them.

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Sending a reminder later

If the invoice is sent, viewed, partially_paid or overdue, open the invoice, click Actions, then Send reminder. The reminder goes to the same billing contact and names the outstanding balance. You see “Reminder queued for Bluebird Coffee.” The message says queued, not delivered. TimeTracker confirms it handed the reminder off, not that it landed in an inbox.

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Example

Daniel Okafor finishes the Bluebird Coffee March invoice.
1

Review

He opens the draft. Total $2,332.80, due 30 April, terms Net 30.
2

Check the contact

The Bill to block shows Bluebird Coffee and [email protected].
3

Send

He clicks Send invoice and sees “Invoice INV-000042 sent.”
4

Confirm

The status chip changes to Sent. The Edit button disappears. Record payment appears.
Ruth Castillo receives the email with the PDF attached. Maya and Tom get an internal notice. On 30 April, if it is still unpaid, they get an overdue notice.

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Permissions

Sending is a Pro feature (invoicing). See /invoicing/invoice-permissions and /concepts/plans-and-features.

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What happens next

  1. The client can pay you by whatever method you agreed.
  2. You record what arrives – see /invoicing/record-a-payment.
  3. The status becomes Partially paid or Paid from the ledger.
  4. If nothing arrives, send a reminder or write the balance off.

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Common questions

No. Void it and raise a new one – see /invoicing/void-an-invoice.
Not from the send action. It goes to the first contact on the client record. Reorder or edit the contacts to change the recipient.
The send email goes to one billing contact. Other people can be given portal access to see the invoice.
The invoice is still marked as sent, and no client email goes out. Download the PDF and send it yourself.
Not on the send action. Anything the client should read goes in the line descriptions or in your bill from block.
No. The issue date was set when the invoice was created.

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Troubleshooting

Record a payment

What to do when the money arrives.

Invoice statuses

What sending changes.

Download an invoice PDF

The document the client receives.

Invoice sender details

The From block on the document.

Void an invoice

Correcting a sent invoice.

Client contacts

Who the invoice goes to.