Managing Invoice Emails: A Guide to Sending Invoices to Customers
Sending invoices to customers is a critical part of the billing process, and many users have expressed confusion about how to ensure invoices are delivered efficiently and reliably. Whether you're using the system for the first time or optimising your workflow, understanding the different methods available for emailing invoices can make a significant difference in your day-to-day operations.
This guide addresses common concerns and questions related to invoice emailing, offering clear, actionable solutions based on real customer inquiries and support responses. The goal is to help you choose the best method for your business—whether you prefer full control or automated delivery.
How to Manually Email an Invoice to a Customer
One of the most frequently asked questions is: “How do I send an invoice to a customer via email?” The answer lies in the system’s document management features.
When an invoice is created, it appears in the Documents section. To send it manually, simply right-click on the invoice and select the [ Email ] option. This opens your default email client with the invoice attached.
However, there’s an important prerequisite: the customer’s email address must already be in your address book. If the email isn’t saved, the system won’t allow the email to be sent. This ensures data accuracy and helps prevent errors like sending to incorrect or outdated addresses.
This method gives you full control over when and how the invoice is sent. You can review the invoice, attach notes, or customise the message before sending. It’s ideal for businesses that prefer to manage communications through their own email systems or accounts software.
Why Are Invoices Not Automatically Sent After Being Issued?
A common point of confusion arises when users mark an invoice as ISSUED but don’t receive an automatic email. The reason is intentional: the system was designed to disable automatic email sending by default.
This change was made to accommodate businesses with different workflows. Some clients prefer to send invoices through their own accounting systems, while others want to review the invoice before dispatch. By turning off auto-emails, the system allows flexibility—ensuring that no invoice is sent without human oversight.
If you’re expecting automatic delivery and it’s not happening, it’s likely because the invoice was marked as ISSUED. This status does not trigger an automatic email. Instead, the system waits for a different trigger.
How to Enable Automatic Invoice Emails
For users who want the convenience of automatic delivery, there’s a lesser-known but powerful feature: automated email on approval.
Instead of marking an invoice as ISSUED, you should mark it as APPROVED. Once an invoice is in the APPROVED status, the system checks every hour for any invoices waiting to be sent. If it finds any, it automatically emails them to the customer—provided the customer’s email is in the address book.
This method is ideal for businesses that want to streamline their billing process without manual intervention. It ensures timely delivery while maintaining accuracy, as the system only sends invoices that have been formally approved.
You can use either method—ISSUED for manual control or APPROVED for automation—depending on your workflow. There’s no need to switch systems or reconfigure settings. The choice is entirely up to you.
What Happens If the Customer’s Email Isn’t in the Address Book?
A recurring issue is that users attempt to email an invoice but receive an error stating the email address is invalid or missing. This happens when the customer’s email is not saved in the address book.
The system does not allow sending emails to addresses that aren’t in the address book for two reasons: data integrity and security. It prevents accidental sends to incorrect or unverified addresses, which could lead to compliance issues or customer confusion.
To resolve this, go to the Address Book section, add the customer’s email, and ensure it’s correctly formatted. Once saved, you can use the Email option from the document list without any issues.
Pro tip: Regularly audit your address book to remove outdated entries and ensure all active customers are listed. This keeps your system running smoothly and reduces delays in invoice delivery.
Can I Send Invoices from My Own Email System?
Yes, absolutely. The system is designed to work alongside your existing tools. If you prefer to send invoices from your own email client or accounting software, you can do so by downloading the invoice as a PDF and attaching it to your message.
This is especially useful for businesses that use third-party platforms like QuickBooks, Xero, or Microsoft Outlook for financial communications. You can generate the invoice in the system, export it, and send it through your preferred channel.
The key is consistency—ensure the invoice is properly labelled, includes all necessary details (like invoice number, date, and payment terms), and is sent at the right time.
Best Practices for Efficient Invoice Delivery
To maximise efficiency and reduce follow-ups, consider the following best practices:
Use the APPROVED status for automatic email delivery if you want invoices sent out promptly.
Double-check the address book before sending any invoice to avoid delivery failures.
Set a daily reminder to review unapproved or not issued invoices to prevent delays.
Use consistent naming and numbering for invoices to make tracking easier.
Keep your system updated to ensure you’re using the latest features and security patches.
By aligning your process with these practices, you can ensure that every invoice reaches the customer on time—without extra effort.
Final Thoughts: Choose the Method That Fits Your Workflow
The flexibility of the system is one of its greatest strengths. Whether you prefer to send invoices manually, automate the process, or integrate with your existing tools, the system supports all approaches.
The key takeaway is this: marking an invoice as APPROVED triggers automatic email delivery, while ISSUED does not. This simple shift in status can transform your billing workflow from manual to automated—without changing any other settings.
If you’re unsure which method to use, start with APPROVED for new invoices and see how it works. You can always switch back to manual sending if needed. The system is designed to adapt to your business, not the other
way around.
With the right approach, sending invoices becomes a seamless part of your operations—saving time, reducing errors, and improving customer satisfaction.