Email Flow

Open the invoice detail popup and click Email invoice in its side bar, or Email on a phone. Work Planner opens the Message Customers Popup, titled Email invoice, for the invoice's customer, with the invoice attached and your Invoice email ready to check.

If the customer has more than one saved email address, choose which one to use under Send to. To send to an address the customer does not have yet, add it to the customer first.

When your business ticks Add a Pay now link to invoices on the Payment Providers screen, the attached invoice carries the invoice's own card payment link, as a printed one does. It shows wherever your invoice template places the Pay now link or Pay now QR code. If the template uses neither, a Pay online box with a QR code and the link is added at the end of the invoice instead. Invoices that are paid, settled, written off or cancelled, or have nothing left to pay, have no link.

Each invoice gets one link, so emailing the same invoice again sends the same link. It asks for whatever is left to pay on the invoice when the customer opens it, so a part payment made in the meantime is never charged twice, and the payment is recorded against the invoice automatically.

To put the link in the email itself, add the Pay now link variable to your Invoice email template. The preview shows an example link, and the invoice's real one is filled in as the email is sent. What the customer sees when they open the link is covered in Card Payment Page.

The popup shows the email as the customer will get it, with the details filled in and the address it is going to, before anything is sent.

Once the email is on its way, the invoice shows as Sending, then Sent once the email has gone, or Failed to Send if it could not be delivered. That means emailing can change the invoice status and sent date even though you never opened the edit popup.

To email several at once, tick them on the Invoices list and click Email 3 invoices above the table. The popup opens as Email invoices, on your Invoice email, and sends each invoice to its own customer with that invoice attached. In place of Attach a document it says Each invoice is attached as a PDF to the email to its customer.

Every invoice has a due date, from your payment terms in Settings > Accounts & tax or the date it was given. To tell the customer when to pay by in the email itself, add the Invoice due date variable to your Invoice email template.

To have new invoices emailed for you, such as the ones a worksheet makes when it is submitted, set up the Send each new invoice to the customer automation in Settings > Automations. It emails each one with the invoice attached, the same way, and marks it Sending then Sent. An invoice you have already emailed is not sent again.

Anyone whose role has Send under Invoices and Email under Communication, as owners, admins and members do unless their role has been changed in Settings > Roles. The invoice is printed to attach it, which also needs View under Invoices.