Digital Agency Tools Docs

Issue and send

Issuing turns a draft into a real invoice. It gets its number, any discount is used up, and your client is emailed the invoice as a PDF with a link to pay. After that it can no longer be edited.

An invoice open under the invoice list, showing its lines, totals and the action buttons
An invoice opens under the list, with its lines, totals and what you can do next.

How to

  1. Open the draft from Products → Invoices.
  2. Check the lines, the total and the client's email address under their name.
  3. Click Issue and email and confirm. The button is greyed out until the draft has at least one line.
  4. The page confirms the number, for example Invoice INV-2026-0001 issued and emailed to…, and the status becomes Open.

What issuing does

  • Numbers it. The next number in your sequence is taken, using the prefix from Invoice settings. Numbers never repeat.
  • Dates it. The issue date is today.
  • Settles the details. The client's billing details, your business details and the VAT rates are refreshed one last time, then frozen on the invoice.
  • Uses the coupon. If a code is applied, it counts as redeemed now. If the coupon has run out in the meantime, the invoice is not issued and you are told why.
  • Emails the client. The email is sent from your business, with the PDF attached and a View and pay invoice button. It goes to the billing email on the invoice. If there is no email, nothing is sent.

If the total is zero or less (a 100% discount, say), the invoice goes straight to Paid and no email or pay link is needed.

Statuses

draft → open → paid
          ↘ void
          ↘ uncollectible

overdue = open, past the
          due date

After it is issued

The invoice now shows a Payments section and a row of actions:

ActionWhat it does
View / printOpens the document on its own and starts your browser's print dialog.
Download PDFThe same PDF the client was sent.
Copy pay linkCopies the client's current pay link. See Pay links.
Email it againSends the invoice again with a fresh pay link. The old link stops working.
Send a reminderEmails a "friendly reminder" version, also with a fresh pay link.
Refresh client detailsOnly while nothing has been paid: re-reads the client's address, country and VAT number and recalculates VAT. The number stays the same, but the total may change.
Void / Write offSee Void, write off and reopen.

Reminders are sent by you

Reminders are not sent automatically. To chase an overdue invoice, open it and click Send a reminder. Overdue invoices show a red Overdue status in the list, and you can filter the list to Overdue to see them all.

An issued invoice cannot be edited. If something on it is wrong, void it and create a new one. The voided invoice stays on record with its number.
Emails that fail to send are retried by the scheduled task, up to five times. If a client says nothing arrived, see Emails are not arriving.

Related

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