Invoice Emails
Flowtly allows you to send invoices directly to clients via email. The invoice is attached as a PDF, and the email message is automatically generated to include the invoice number, amount due, and payment details. Both standard invoices and e-invoices (KSeF) are supported.
Sending an invoice
There are two methods to send an invoice by email:
1. From the New Invoice screen, after saving a new invoice, click Generate PDF and Send to Client.
2. From the Invoice List, open the More Options menu for an invoice and select Send by Email.
Both methods open the Email Settings page, where you can configure delivery options.
Email settings page
The Email Settings page is divided into three sections:
* Client Details — Displays the client's email and name, pre-filled from the associated Billing Contact if configured for the client.
* CC Settings — Allows you to add or remove additional recipients (e.g., finance department, project manager). Organisation-wide CC defaults can be configured in Organisation Settings.
* Message — Contains the auto-generated email message, including the invoice number, payment details, and amount due. The invoice PDF is automatically attached.
After sending
Once an invoice email is sent, the invoice status automatically updates to Sent. The invoice creator receives an in-app notification confirming the successful delivery.
In-app notifications
| Event | Recipient | Severity |
|---|---|---|
| Invoice sent | Invoice creator | Success |
| E-invoice sent | Invoice creator | Success |
| E-invoice submitted to KSeF | Invoice creator | Info |
| E-invoice status changed | Invoice creator | Info |
| Incoming cost invoice received | Accountants/managers | Info |
Example use cases
- A project manager needs to send a standard invoice for completed work directly to a client, with the PDF attached and payment details included.
- An accountant sends an invoice to a client and needs to CC the client's finance department, using a pre-configured organisation-wide CC setting.
- A business requires sending an e-invoice (KSeF) to a client to meet specific regulatory requirements, leveraging Flowtly's support for this format.
- An invoice creator wants to confirm that an invoice has been successfully sent and receive an in-app notification of its delivery.
