Email an invoice

Once an invoice is issued, email it to the customer from Spine. They get your message with the invoice PDF attached and, if you’ve set them, your payment instructions. The invoice’s Activity records whether the email went.

Who can do this

Owners, and Staff whose Team has Email an invoice. Only issued invoices can be emailed; a draft has to be issued first.

1. Open the invoice — Go to Invoices and open the issued invoice.

2. Choose Email invoice — Open More and choose Email invoice. From the list, choose Email invoice in the row’s menu; the invoice opens with the email ready.

3. Check the email — Email invoice INV-0012 shows the customer and the amount due. To is filled in with the contact’s email. Subject and Message start from your template in Settings › Emails; highlighted words are the invoice’s details, which Spine fills in.

4. Keep the PDF attached — Leave Attach the invoice PDF ticked.

5. Send — Press Send invoice.

Screenshot: The Email invoice dialog with To, Subject, Message and Attach the invoice PDF, and the Send invoice button

The Email invoice dialog with To, Subject, Message and Attach the invoice PDF, and the Send invoice button

What happens next

A toast says Emailing invoice, and the email is queued to the customer. The invoice’s Activity then shows Emailed to the address, or Email failed with the reason.

The PDF is the one saved when the invoice was issued. It shows your business details, “INVOICE”, the number, who it’s billed to, the issue and due dates, the lines, Subtotal, Tax, Total, any credits, and Balance due. If you’ve set payment instructions, the email shows them in a “How to pay” box above the closing note.

Caution

If your email server is down, the email waits in a queue and Spine keeps trying. Nothing is lost, and the invoice stays issued. If emails don’t arrive, ask whoever runs your Spine to check email settings.

Tip

Changes you make to the subject or message apply to this email only. To change the wording for every invoice email, an Owner edits the template in Settings › Emails.

To chase an unpaid invoice, see Send a payment reminder.