Sending an invoice emails your customer a copy and moves the invoice from Draft to Open, so it’s now an active, trackable bill. Resending an invoice that’s already been sent sends another copy without changing its status.
Send an invoice you’ve already created
When you open an invoice that’s still a Draft, the main button at the top reads Send Invoice.1
Open the invoice
Go to Invoices from the main navigation and click the invoice you want to send. You’ll land on its details screen, with the status shown next to the invoice number.
2
Click Send Invoice
Press Send Invoice in the top-right corner. This opens the Email invoice to [customer] window, pre-filled and ready to review.
3
Review the email
Check the Recipients, Subject, and Body. Everything is editable — see the section below for what you can change.
4
Send it
Press Send Invoice at the bottom of the window. You’ll see a confirmation that the invoice is on its way, and the invoice status flips to Open.
The Send Invoice button (or Resend Invoice on an invoice that’s already been sent) is also unavailable when the invoice has no line items, or while the line-items editor has changes you haven’t saved yet. Hover over the greyed-out button and it tells you which one applies — add a line item, or Save Changes first, and the button turns back on. This keeps you from mailing an empty invoice or an out-of-date copy.
Send an invoice the moment you create it
You don’t have to save a draft first. While creating a new invoice, the footer gives you two choices:- Save as Draft — saves the invoice without emailing anyone, so you can come back and send it later.
- Save and Send — saves the invoice and immediately opens the same email window so you can send it on the spot.
Both Save as Draft and Save and Send stay unavailable until the invoice has at least one line item — there has to be something to bill before you can save or send.
Resend an invoice
An invoice you’ve already sent can be sent again at any time — handy for reminders, if the first email went to the wrong address, or when a customer asks for another copy of a bill or a paid receipt. Resending works on Open, Partially Paid, and Paid invoices.1
Open the invoice
From the Invoices list, click an invoice that’s Open, Partially Paid, or Paid.
2
Click Resend Invoice
Once an invoice has been sent, the top button reads Resend Invoice instead of Send Invoice. Press it to open the email window.
3
Adjust and resend
Update the recipients or message if you need to, then press Resend Invoice. The customer gets a fresh copy, and the invoice keeps its current status.
What you can edit before sending
The email window is fully editable, so each invoice can be as personal as you like.Recipients
The customer’s email address is filled in automatically when it’s on file. To send to more than one person — a spouse, an office manager, a property contact — click Add Recipient and type another address. You can add up to 20 recipients on a single send and remove any with the trash icon next to it. An address that isn’t valid is flagged so you can fix it before sending.Subject
A subject line is pre-written for you, including your company name and the invoice date. Edit it to whatever you’d like the customer to see in their inbox. The subject can’t be left empty.Body
The message comes pre-written with a friendly greeting and an amount owed. It adapts to where the invoice stands: while there’s still a balance, it shows the amount due — the full total, or the remaining balance if part has already been paid — along with the due date. Once the invoice is paid in full, it thanks the customer and says the invoice has been paid in full instead of quoting a due date. Rewrite it however you like — add a personal note, payment instructions, or anything else. The body can’t be left empty.The amounts and dates shown in the message come straight from the invoice, so they always match what your customer will see on the invoice itself.
Getting paid online
When online payments are enabled for your branch and Menaia Pay is set up, the invoice email also includes a pay-online link. Your customer can click it, pay by card, and the payment is recorded on the invoice automatically — no manual entry needed. The link is included whenever the invoice still has a balance owing (Open or Partially paid), including on resends. To start taking online payments, see Set up Menaia Pay.What the customer sees when paying online
The pay-online link takes your customer to a secure checkout page to enter their payment details. Depending on how it goes, they see one of these pages:After you send
- You’ll get an on-screen confirmation that the invoice is being emailed. Delivery can take a moment.
- The email goes out under your company’s name. If the customer replies to it, their reply comes back to you — whoever sent the invoice.
- The first time you send a draft, its status updates to Open, marking it as an active bill you can track and collect against.
- If the email couldn’t be sent for some reason, you’ll see a notice — the invoice is still saved, and you can simply resend it from the invoice screen.
What’s next
Create an invoice
Build a new invoice from scratch or from an estimate, then send it. See Create an invoice.
Record a payment
Once a customer pays, record it against the open invoice. See Record and allocate a payment.