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Invoicing

Sending an Invoice

Email invoices to your clients directly from Officaid with the PDF attached automatically.

Deliver Invoices Straight to Your Client's Inbox

Skip the extra steps. Send invoices directly from Officaid and the PDF is attached automatically, ready for your client to review and pay. No need to download, attach, or switch between apps.

Before You Begin

Make sure the invoice has been approved and is no longer in Draft status. Only finalized invoices can be sent to clients.

Still have a draft? See Understanding Invoice Statuses to learn how to approve it.

How to Send an Invoice

  1. 1 Open the invoice you want to send.
  2. 2 Click the Send Email button in the Quick Actions panel.
  3. 3 Review the To field. This is pre-filled with email addresses from your client's company and primary contact.
  4. 4 Add more recipients if needed by typing in the input field.
  5. 5 Enter a Subject line and compose your message in the body.
  6. 6 Click Send Email to send.

Once sent, you'll see a success message confirming how many recipients received the email. The invoice activity log will also record that the invoice was emailed, along with the date and recipients.

Adding Recipients

The To field shows all available email addresses from the client's contact record. You can add more recipients before sending:

  • Type a name or email address. Matching contacts from your directory will appear as suggestions.
  • Click on a suggestion to add it, or press Enter to add a new email address manually.
  • Only emails that appear as selected chips will receive the invoice.
If you enter an email address that doesn't exist in your directory, it will be added automatically when you send. This saves you from having to create a contact first.

Writing Your Email

Keep your invoice emails clear and professional. A well-written invoice email helps ensure prompt payment and reduces back-and-forth questions. Here's what to include:

  • A clear subject line that includes the invoice number and your company name
  • A brief greeting and reference to the work or service provided
  • The due date so your client knows when payment is expected
  • Payment instructions if you accept specific methods or have bank details to share
  • A polite closing thanking them for their business

You don't need to include the invoice details in the email body since the full PDF is attached. Focus on context and a friendly reminder to review the attached document.

Double-check recipient email addresses before sending. Invoices sent to the wrong address may delay payment and could expose sensitive billing information to unintended recipients.

Tracking Sent Invoices

After sending an invoice, Officaid logs the activity so you have a record of when and to whom the invoice was sent. To view this history:

  1. 1 Open the invoice you want to check.
  2. 2 Scroll down to the Invoice Activity section.
  3. 3 Look for entries showing "Invoice emailed" along with the date and recipient list.

This is helpful when following up on unpaid invoices or confirming that a client received their bill.

Frequently Asked Questions

Yes. Add as many recipients as you need in the To field before sending. Each selected email address will receive a copy of the invoice with the PDF attached. This is useful when billing departments have multiple contacts or when you need to copy someone for visibility.

The client receives an email with your subject line and message body, plus the invoice attached as a PDF. The PDF includes all invoice details such as line items, amounts, tax, and your payment terms. Your company logo and business details also appear on the PDF if configured in your settings.

Yes. Open the invoice and click Send Email again. You can send it to the same recipients as before or choose different ones. Each send is logged separately in the invoice activity, so you'll have a complete history of all emails sent for that invoice.

Currently, you compose each email manually when sending. This gives you flexibility to personalize the message for each client. The subject line and body are blank by default, allowing you to write exactly what you need.

Draft invoices cannot be emailed through Officaid. If you need a client to review an invoice before finalizing, you can download the draft as a PDF and attach it to an email manually. Once feedback is incorporated, approve the draft and send the final version through Officaid.

What's Next?

Now that you've sent your invoice, explore these related guides:

invoicing email sending