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Invoices
Sending Invoices

Sending Invoices to Clients

Reading Time: 6 minutes

Overview

Learn how to send professional invoices to your clients via email directly from Akili Apps. Our system generates PDF invoices, includes payment links, and tracks delivery status automatically.

What You'll Learn

  • How to send invoices via email
  • Email content and customization
  • Payment links and online payments
  • Tracking sent invoices
  • Resending and follow-up emails

Before Sending an Invoice

Prerequisites

  1. Invoice Created: Have a draft invoice ready
  2. Client Email: Client must have email address in their profile
  3. Email Configuration: Your business email set in profile
  4. Invoice Details: All information complete and accurate

Verify Invoice Details

Before sending, double-check:

  • ✅ Client name and contact information correct
  • ✅ Invoice number assigned
  • ✅ All line items with correct quantities and rates
  • ✅ Subtotal, tax, and total amounts accurate
  • ✅ Issue date and due date set properly
  • ✅ Notes or payment terms included (if any)
  • ✅ Your business information complete

Sending an Invoice

Method 1: Send When Marking as Sent

Step 1: Open Invoice

  1. Navigate to Invoices page
  2. Click on the draft invoice
  3. Review all details one final time

Step 2: Change Status to Sent

  1. Click Status dropdown
  2. Select Sent
  3. Confirm status change

Step 3: Email Automatically Sent

When you mark as "Sent":

  • Email automatically generated and sent
  • Professional HTML email created
  • PDF invoice attached
  • Payment link included (if Stripe connected)
  • You receive confirmation notification
  • Invoice status updated to "Sent"
  • Sent timestamp recorded

Method 2: Manual Email Send

Step 1: Use Send Email Button

  1. Open the invoice
  2. Click Send Email button
  3. Email sending modal appears

Step 2: Review Email Preview

Preview shows:

  • To: Client's email address
  • From: Your business email
  • Subject: "Invoice #[number] from [Your Business]"
  • Attachments: PDF invoice
  • Payment Link: Stripe payment URL (if configured)

Step 3: Customize (Optional)

You can:

  • Add CC or BCC recipients
  • Modify email message
  • Change email subject
  • Include additional notes

Step 4: Send

  1. Click Send Invoice Email
  2. System sends immediately
  3. Confirmation message displays
  4. Status updated if needed

Method 3: Batch Send Multiple Invoices

  1. Go to Invoices page
  2. Select multiple draft invoices (checkboxes)
  3. Click Bulk Actions > Send Selected
  4. Review list of invoices to send
  5. Confirm batch send
  6. All emails sent sequentially
  7. Summary of sent/failed emails displayed

Email Content

What the Client Receives

Email Subject:

Invoice #INV-2025-11-001 from [Your Business Name]

Email Body Includes:

  • Professional greeting with client's name
  • Invoice summary (number, amount, due date)
  • Clear call-to-action button for payment
  • Payment link (if Stripe Connect enabled)
  • View invoice online link
  • PDF invoice attachment
  • Your business contact information
  • Professional email footer

PDF Attachment:

  • Complete invoice with all details
  • Your business logo and branding
  • Client information
  • Itemized line items with quantities and rates
  • Subtotal, tax breakdown, and total
  • Payment terms and notes
  • "Pay Online" link in PDF (if available)

Email Customization

Customize default email content:

  1. Go to Settings > Invoices > Email Templates
  2. Edit default message template
  3. Add merge fields for dynamic content:
    • {{clientName}} - Client's name
    • {{invoiceNumber}} - Invoice number
    • {{amount}} - Total amount
    • {{dueDate}} - Due date
    • {{businessName}} - Your business name
  4. Save template
  5. All future invoices use updated template

Payment Links

Stripe Connect Integration

If you've connected Stripe:

Automatic Payment Link:

  • Generated when invoice marked as sent
  • Unique, secure payment URL
  • Valid for 90 days
  • Client can pay with credit card
  • Payment automatically recorded

How It Works:

  1. Invoice sent with payment link
  2. Client clicks "Pay Online" button
  3. Redirected to secure Stripe Checkout
  4. Client enters payment details
  5. Payment processed instantly
  6. You receive payment notification
  7. Invoice automatically marked as paid

Without Stripe

If Stripe not connected:

  • Email includes "View Invoice" link
  • Client sees invoice details online
  • Manual payment instructions included
  • You record payment manually when received

Tracking Sent Invoices

Email Delivery Status

Check if email was sent successfully:

Invoice Details Page:

  • Email Sent: ✅ Yes or ❌ No
  • Sent At: Date and time sent
  • Sent To: Client's email address
  • Delivery Status: Sent, delivered, failed

Invoice List View:

  • Filter by "Email Sent" status
  • See email icon for sent invoices
  • Hover for sent timestamp

Payment Link Status

For Stripe payment links:

  • Created: Link generated
  • Accessed: Client viewed payment page
  • Completed: Payment successful
  • Expired: Link expired (after 90 days)

Resending Invoices

When to Resend

  • Client didn't receive original email
  • Email went to spam folder
  • Client requested another copy
  • Payment link expired
  • Updated invoice details

How to Resend

Method 1: Resend Button

  1. Open the invoice
  2. Click Resend Email button
  3. Confirm resend
  4. Email sent again with same details
  5. New timestamp recorded

Method 2: Send Reminder

For overdue invoices:

  1. Open overdue invoice
  2. Click Send Reminder button
  3. Choose reminder type:
    • First Reminder (friendly)
    • Second Reminder (professional)
    • Final Reminder (urgent)
  4. Reminder email sent with appropriate tone
  5. See Payment Reminders for details

Troubleshooting Email Sending

Email Not Sent

Check:

  • Client has valid email address
  • Your email settings configured
  • No email service errors in notifications

Solutions:

  • Verify client email address (no typos)
  • Check Settings > Email Configuration
  • Try resending manually
  • Contact support if persistent

Client Didn't Receive Email

Common Causes:

  • Email in spam/junk folder
  • Incorrect email address
  • Email server rejection
  • Corporate email filters

Solutions:

  1. Ask client to check spam folder
  2. Verify email address correct
  3. Resend from invoice detail page
  4. Try alternative email address
  5. Download PDF and send manually

Payment Link Not Working

Possible Issues:

  • Link expired (90 days)
  • Stripe account issue
  • Invoice amount changed after sending

Solutions:

  • Generate new payment link
  • Check Stripe dashboard for errors
  • Send updated invoice
  • Contact support if needed

Best Practices

Before Sending

  1. Proofread Carefully: Check all amounts and details
  2. Verify Client Info: Ensure email address correct
  3. Professional Description: Clear line item descriptions
  4. Payment Terms: Include payment terms in notes
  5. Due Date: Set reasonable due date

Email Timing

  1. Send Promptly: Send immediately after work completed
  2. Business Hours: Send during client's business hours
  3. Avoid Weekends: Better open rates on weekdays
  4. Follow Schedule: Recurring invoices auto-send on time

Follow-Up Strategy

  1. Week Before Due: Friendly reminder (optional)
  2. On Due Date: No action needed
  3. 7 Days Overdue: First reminder (automated)
  4. 14 Days Overdue: Second reminder (automated)
  5. 30 Days Overdue: Final reminder (automated)

Client Communication

  1. Professional Tone: Keep emails polite and professional
  2. Clear Subject Lines: Easy to identify invoice emails
  3. Payment Instructions: Make payment process clear
  4. Contact Info: Provide multiple ways to reach you
  5. Thank You: Show appreciation for business

Email Deliverability Tips

Improve Email Delivery

  1. Use Custom Domain: Business email (@yourdomain.com) better than generic
  2. SPF/DKIM Records: Set up email authentication
  3. Consistent Sender: Always send from same business email
  4. Avoid Spam Words: Don't use excessive "FREE", "URGENT", etc.
  5. Include Unsubscribe: For mass emails (not typically needed for invoices)

Whitelist Instructions

Tell clients to whitelist your email:

  1. Add your business email to contacts
  2. Mark invoice emails as "Not Spam"
  3. Create email filter for your invoices
  4. Request IT to whitelist for businesses

Common Questions

Q: Can I schedule invoice sending for later?

Not currently. Invoices send immediately when you click Send or change status to Sent. Feature planned for future release.

Q: Can I send invoices to multiple email addresses?

Currently one primary email per client. You can manually CC additional recipients when sending.

Q: Is the PDF automatically attached?

Yes, professional PDF invoice automatically generated and attached to email.

Q: What if I need to update invoice after sending?

Edit the invoice, save changes, then resend. Client receives updated version. Original PDF remains for record-keeping.

Q: Can clients pay partially online?

With Stripe, clients pay full amount shown. For partial payments, update invoice amount or accept payment offline.

Q: How do I know if client opened the email?

Currently, the system shows "sent" status when the invoice email is delivered. For payment confirmation, you'll see the invoice status change to "Paid" when the client completes payment.

Q: Can I customize the PDF invoice template?

Basic customization in Settings > Invoices. Advanced customization available on Professional plan.

Q: What happens if my email bounces?

You'll receive error notification. Update client's email address and resend.

Related Articles

Need Help?

For invoice sending assistance:

  • Email: support@akiliapps.com
  • In-app: Click Help > Contact Support
  • Check delivery status in invoice details

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