Send Invoices

There are 2 possibilities to trigger email generation for an invoice:

1. After Saving a New Invoice:
   • Click "Generate PDF and Send to Customer".
2. In the List of Invoices:
   • Click the "More Options" button and select "Send via email".

After performing one of these actions, you will be redirected to the email settings page.

Email Settings Page

This page consists of three sections:

• Client Data: Include customer email and customer name. This fields will be pre-filled if a billing contact is present for the client selected during invoice creation. It's customizable, so you can adjust in case if billing contact of the client has changed.
• CC Settings: Include recipient email and recipient name. To have these fields pre-filled, you should manage them organisation-wide through the Organisation Settings tile in the user context menu. If they are not configured per whole organisation, they can be entered manually or even removed by clicking "Bin" button. You can add as many recipients as needed by clicking "Add recipient" button located on the top right corner of CC settings section.
• Message: A message will be generated using the information provided earlier. This message is automatically generated and includes essential details such as the invoice number, payment information, and the amount due. The invoice will be attached to the email.

Note: In the generated invoice message, you might notice that there are line breaks between sections of text: "br". The line breaks help in organising the content so that each piece of information, such as payment details and invoice information, appears on its own line for better clarity.

You can come back and edit the invoice, by clicking "Invoice edition" button located on the top right corner of the page. After all details are provided, click the "Send Invoice" button to finalise and dispatch the invoice to the client. After sending, the invoice status will update to "Sent." Client will receive email with invoice attached.

Record a delivery made outside Flowtly

If you delivered an invoice some other way, such as from your own mailbox, by post or by hand, you can record that it was sent. Flowtly sends nothing to the client. It only records a delivery that already happened, so the invoice is chased for payment like any other sent invoice.

1. Open More Options on the invoice in the list, or the ⋮ menu in the invoice preview.
2. Select Mark as sent.
3. Enter the delivery date. It defaults to today and cannot be in the future. Add a note if you want, for example "sent by email from the office mailbox".
4. Click Record delivery. The invoice status changes to "Sent".

Mark as sent is offered only on an issued invoice that has not been sent yet. It is not offered on a draft, or on an invoice that is already sent. You need the invoice manager role to use it.

Note: An invoice can be recorded as sent only once, so check the date before you confirm.

Undo a recorded delivery

If you recorded a delivery by mistake, open the invoice preview, open the ⋮ menu and select Undo mark as sent. You can add a reason, then click Undo the record.

• The invoice goes back to waiting for delivery, so payment reminders stop.
• The record of the mark stays in the invoice history, and the invoice stays in the accountancy exports.
• Undo mark as sent is offered only in the invoice preview, not in the list. It is offered only while the invoice is sent because of your mark. If the invoice was edited or really sent from Flowtly afterwards, the undo is not available.
• After an undo, the invoice cannot be recorded as sent by hand again.

Example use cases

• Sending a newly created invoice: Immediately dispatch an invoice to a client after completing its creation.
• Resending an existing invoice: Send a reminder or an updated invoice to a client from the invoice list.
• Sending to multiple recipients: Include additional stakeholders, such as project managers or finance departments, using the CC settings.
• Customizing email content: Adjust the default email message before sending to add personalised notes for the client.
• Recording an invoice handed over in person: Mark it as sent so it is chased for payment, without emailing the client a second copy.