Invoices

Sending Invoices

Learn how to send invoices via email and track delivery

Sending an Invoice via Email

Method 1: From Invoice Details Page

  1. Open the invoice you want to send
  2. Navigate to the Emails tab
  3. Click Send Invoice
  4. Review the email:
    • To - Customer email address
    • Subject - Email subject line
    • Message - Custom message (optional)
  5. Click Send

Method 2: From Invoice List

  1. Select one or more invoices
  2. Click Send Email (bulk action)
  3. Review and send

Method 3: When Creating Invoice

When creating a new invoice:

  1. Fill in invoice details
  2. Click Save & Send
  3. The invoice will be saved and sent immediately

Email Templates

OpenInvoice uses professional HTML email templates that include:

  • Invoice Summary - Key invoice details
  • Invoice PDF - Attached PDF version
  • Payment Link - Direct link to pay online (if enabled)
  • Shareable Link - Link to view invoice online
  • Company Branding - Your logo and colors

Customizing Email Messages

You can customize the email message sent with each invoice:

  • Subject Line - Default: "Invoice #NUMBER from COMPANY"
  • Message Body - Add a personal message to your customer
  • Footer - Company information and contact details

Email Tracking

OpenInvoice tracks email delivery and engagement:

Delivery Status

  • Sent - Email has been sent
  • Delivered - Email delivered to recipient's server
  • Bounced - Email bounced (invalid address)
  • Failed - Delivery failed

Engagement Metrics

Track customer engagement:

  • Opens - Number of times email was opened
  • Clicks - Number of clicks on links in email
  • Last Opened - Timestamp of last open
  • Last Clicked - Timestamp of last click

Email History

View complete email history for each invoice:

  1. Open the invoice
  2. Go to Emails tab
  3. View all sent emails with:
    • Timestamp
    • Recipient
    • Status
    • Engagement metrics
    • Event log

Email Events

OpenInvoice tracks detailed email events:

  • Email Sent - Initial send
  • Email Delivered - Successfully delivered
  • Email Opened - Recipient opened email
  • Link Clicked - Recipient clicked a link
  • Email Bounced - Delivery failed
  • Email Complained - Marked as spam

Payment Reminder Emails

Send automated or manual payment reminders:

Automated Reminders

Configure automatic reminders:

  • Upcoming Invoices - 3 days before due date
  • Due Today - On the due date
  • Overdue - 7, 14, 30+ days overdue

Manual Reminders

Send manual reminders:

  1. Open the invoice
  2. Go to Reminders tab
  3. Click Send Reminder
  4. Customize message
  5. Send

Best Practices

  1. Personalize Messages - Add a personal note to build relationships
  2. Follow Up - Send reminders for overdue invoices
  3. Track Engagement - Monitor opens and clicks
  4. Verify Email Addresses - Ensure customer emails are correct
  5. Use Professional Templates - Maintain consistent branding

Troubleshooting Email Issues

Email Not Sending

  • Check Resend API key configuration
  • Verify email address format
  • Check spam folder
  • Review email service logs

Email Not Being Delivered

  • Verify customer email address
  • Check for typos in email
  • Ensure domain is verified in Resend
  • Check bounce reports

Low Engagement

  • Personalize messages
  • Send at optimal times
  • Follow up with reminders
  • Ensure email content is clear

Next Steps