Send and Schedule Invoices
Send invoices now or schedule delivery for later.
Send an invoice when the customer-facing details, totals, and payment instructions are ready.
Sending changes the invoice from internal draft work into a customer-facing document. Review it the same way you would review an email to the customer.
Send an Invoice Now
- Open the invoice.
- Review the customer contact and email address.
- Confirm the invoice number, due date, line items, taxes, and total.
- Select Send Invoice.
- Review the email if a send dialog appears.
- Send the invoice.
After sending, the invoice status changes from draft to a sent or open state, depending on the payment status.
If a customer has multiple contacts, confirm the invoice is addressed to the person who should receive billing communication. Do not rely only on the company name.
Schedule an Invoice
Use schedule send when the invoice is ready but should be delivered later.
- Open the invoice editor.
- Open the send dropdown.
- Choose the schedule option.
- Pick the send date.
- Confirm the schedule.
Scheduled invoices should still be reviewed before the scheduled date if pricing or customer details may change.
Use scheduled sending for month-end billing, retainer invoices, project milestones, or invoices that need to go out after an internal approval.
Do not schedule an invoice that still depends on unapproved scope, changing pricing, missing purchase-order details, or an unresolved customer dispute. Keep it as a draft until those items are settled.
Before Sending
Check these items:
- The right customer and contact are selected.
- The due date matches your payment terms.
- Line item descriptions are customer-friendly.
- Taxes and discounts are correct.
- Payment options are configured if the customer should pay online.
- Notes and terms do not contain draft comments.
Also check attachments and public payment instructions. Customers often rely on the first sent invoice email, so missing files or unclear payment terms can delay collection.
Preview the Customer View
Open the invoice preview before sending when the invoice has discounts, taxes, custom terms, attachments, or payment links. Confirm branding, totals, and public payment options appear as expected.
If the customer should pay by bank transfer, confirm offline payment instructions are present and readable.
After Sending
After sending, check the invoice activity, status, and public link. If the customer says they did not receive it, verify the recipient email and resend or share the public link from the invoice.
If you scheduled the invoice, add a reminder to review it before the send date when the project scope or amount may still change.
Scheduled Send Review
Before the scheduled date, reopen invoices that are tied to milestones, retainers, or changing customer scope. Confirm the amount, due date, recipient, attachments, and payment methods are still correct.
Troubleshooting
If the send button is unavailable, confirm the invoice has a customer, at least one line item, a valid total, and required sender settings.
If online payment is missing from the public invoice, check the payment integration, enabled methods, currency, and invoice status.
If the wrong customer received an invoice, stop any scheduled reminders, correct the contact, and send a corrected invoice or credit note according to your finance process.