Send Invoices

Flowtly Editorial Team3 min

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 organization-wide through the Organization Settings tile in the user context menu. If they are not configured per whole organization, 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 organizing 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 finalize and dispatch the invoice to the client. After sending, the invoice status will update to "Sent." Client will receive email with invoice attached.

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 personalized notes for the client.

Connection map

Refers toUses upPart ofDerived from
Documented hereDocumented elsewhere
invoice billed to counterparty. invoice taxed by tax-group. cost spends against budget. cost owed to counterparty. bank-transaction reconciled to invoice. contract schedules payment-schedule-line. contract attached to budget. budget covers project. invoice billed from project. project linked to budget. lead becomes counterparty. deal sold to counterparty.billed totaxed byspends againstowed toreconciled toschedulesattached tocoversbilled fromlinked tobecomessold toIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.InvoiceCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyTTax group — The tax treatment applied to a line, so rates are set once rather than per document.Tax groupCCost — Money the organisation owes or has spent, tracked against a budget.CostBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetBBank transaction — A movement on a connected bank account. Matching it to an invoice or a cost is what makes the books agree with the bank.Bank transactionCContract — The financial terms of an engagement: a structured set of payment schedule lines, in one direction or the other.ContractPPayment schedule line — One dated amount on a contract, in a direction — money owed to a supplier, or due from a client.Payment schedule linePProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectPProspect — A company you are working but that is not a customer yet. It sits at New, Contacted or Qualified, and everything done to it is logged against it.ProspectDDeal — A sale in progress: a customer, an amount, and the stage it has reached. It cannot exist without a customer, and its stage is never blank.Deal

Related terms