When a sales invoice has been saved as a “Draft”, it usually then needs to be issued and sent to your client in order for it to become an official document, and for you to receive payment for your service(s).
If the invoice is an estimate/quote, you simply leave it in this draft state until they accept it, and then you issue it. However, if they reject the estimate/quote, you can simply delete the draft invoice instead and no further action will be required.
Our instructions below assume that you have a draft invoice you want to issue.
Step-by-step instructions:
First, navigate to ‘Sales > Invoices’:
You’ll now see a full list of all invoices in your account, so to make it easier to identify those that are in a “Draft” state, use the checkbox at the top to easily filter and find invoices held in draft status:
Once you've found the invoice you want to issue, select its ‘Options’ menu and select ‘Issue’:
You’ll then be presented with a sales invoice summary, where you can choose to ‘Edit’, ‘Issue’ or ‘Issue and email’ to the top right:
When emailing an invoice, you’ll see pre-populated text for the ‘Email subject’ and ‘Email content’, which you can change if you’d like to make the invoice more personal
The ‘Invoice {{invoice_number}}’ will be populated with the actual invoice number once the invoice is emailed.
If you’d like to remove the invoice number from the subject, please make sure you remove the entire placeholder, including the double curly brackets.
Using dynamic fields:
There are additional dynamic fields, like the {{invoice_number}} field, that you can use within the email.
These are listed below - all of these dynamic fields will be populated with real data once the email is sent:
|
{{my_business_name}}
{{invoice_number}}
{{invoice_issued_date}}
{{invoice_due_date}}
{{invoice_customer_reference}}
|
{{invoice_purchase_order}}
{{invoice_payment_terms}}
{{invoice_net_amount}}
{{invoice_vat_amount}}
{{invoice_gross_amount}}
|
Please note, the email content will only accept plain text without any HTML or styling, other than the dynamic fields mentioned above.
If you’d like to add a new email address, click on the ‘Edit Client’ link in the “Select or add email address” section and you’ll then be redirected to the “Edit Client” form, where you can add a new contact.
‘Save’ the changes and then select the new contact from the ‘Select or add email address’ section and proceed to email the invoice.
You also have the option to download a .PDF of your invoice, which you can then print off and post it to your client.
Once you've issued the invoice, you'll be returned to the list of your invoices with a confirmation message that your new invoice has been issued.
