Sending Invoices

Learn how to send professional invoices to your customers via email and other methods.

Sending via Email

The most common way to deliver invoices:

1. Create or open your invoice
2. Click Send or Send Invoice
3. Review the recipient email
4. Add a personal message (optional)
5. Click Send

Email Contents

Your customer receives:

• Professional email with your branding
• Invoice summary (amount due, due date)
• View Invoice button linking to the customer portal
• Pay Now button (if online payments enabled)

Customizing Email Messages

Personalize your invoice emails:

• Default message: Set in Settings > Email Templates
• One-time message: Add when sending specific invoices
• Merge fields: Auto-insert customer name, amount, etc.

PDF Downloads

Generate PDF invoices for offline sharing:

1. Open the invoice
2. Click Download or PDF
3. PDF downloads to your device

PDF invoices include:

• Your logo and branding
• Complete invoice details
• Payment instructions
• Terms and conditions

When to Use PDF

• Customer prefers paper invoices
• Sending via text message
• Attaching to other correspondence
• Record keeping and filing

Sharing Invoice Links

Send a direct link to the invoice:

1. Open the invoice
2. Click Share or Copy Link
3. Send via text, messaging app, or email

The link takes customers to:

• Secure invoice view
• Online payment options
• PDF download option

Resending Invoices

If a customer doesn't receive the invoice:

1. Open the invoice
2. Click Resend or Send Again
3. Verify the email address
4. Send

Common resend reasons:

• Email went to spam
• Customer changed email
• Customer requests another copy

Email Delivery Tracking

Monitor your invoice emails:

Indicator	Meaning
Sent	Email dispatched from WorkSnap
Opened	Email open detected
Clicked	Customer clicked invoice link
Bounced	Email couldn't be delivered

Note: Open and click tracking is approximate. Email privacy features (like Apple Mail Privacy Protection) may affect accuracy. "Clicked" is the most reliable indicator that the customer accessed your invoice.

Handling Bounced Emails

If an email bounces:

1. Verify the customer's email address
2. Contact customer for correct email
3. Update their profile
4. Resend the invoice

Bulk Sending

Send multiple invoices at once:

1. Go to Invoices
2. Select multiple draft invoices (checkboxes)
3. Click Send Selected
4. Confirm sending

Useful for:

• End of month billing
• Recurring service batches
• Project milestone billing

Send Scheduling

Schedule invoices to send later:

1. Create your invoice
2. Instead of Send, choose Schedule
3. Select date and time
4. Confirm scheduling

The invoice will send automatically at the scheduled time.

Note: Scheduling uses your organization's timezone (configured in Settings > Organization).

Modifying Scheduled Sends

To edit or cancel a scheduled send:

1. Open the scheduled invoice
2. Click Scheduled Send or the schedule indicator
3. Choose Reschedule or Cancel
4. Confirm your change

Best Practices

1. Verify email addresses before sending
2. Add personal notes for relationship building
3. Send promptly after completing work
4. Use email tracking to gauge engagement (though it's not perfect)
5. Follow up if not viewed within 48 hours

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