Email an invoice to your client

Send to Client is the only way to email an invoice from Techstyles. It sends the client a summary of the invoice with the PDF attached.

Before you start

• You need permission to edit finance.
• The invoice's client must have an email address in CRM.

Steps

1. Go to Finance (or the project's Finance tab).
2. Click ⋯ on the invoice's row and choose Send to Client.
3. Optional: under CC, search for colleagues to copy in.
4. Optional: under Attachments, add any extra files.
5. Read the Email Preview. It shows exactly what will be sent and can't be edited.
6. Click Send Email.

What happens next

• One email goes to the client's email address, with the colleagues you chose in copy. The subject reads "Invoice INV-071 from Hartley Studio" (with your number and studio name).
• The invoice PDF is attached, with any files you added.
• Replies go to you, the person who sent it.
• A draft invoice becomes Sent, and its items and amounts are then locked.
• Clients with access to the project's client portal get a "New invoice" notification, if they have finance notifications turned on.
• The send is recorded in the invoice's History, with who it went to.

Good to know

• Sending an invoice that is already Sent, Part paid or Paid sends another copy. It doesn't change the status.
• If the invoice is in Xero as a draft, Xero approves it the next time the invoice syncs. To do that straight away, click the retry arrow in its Sync column.
• If the client has no email address, the email fails. Add one to their contact and try again.
• If the PDF can't be generated at that moment, the email is still sent without it.
• An email can't be recalled once sent.