You can email any invoice straight from Avaza. Your customer gets your message with a link to the online invoice, the PDF if you attach it, and a pay button when online payments are set up.

Only Administrators and Finance Managers can send invoices. Emailing invoices isn't available on the Free plan.

For the first few days after you sign up, or move up from the Free plan, invoice, estimate and bill emails are limited to a small number of recipients a day, as a security measure. If you reach the limit, Avaza tells you the date it lifts, and support can raise it sooner.

Send the invoice

  1. Go to Invoices and open the invoice.

  2. Click Send via Email.

    A sent Fernleaf Media invoice with the Send via Email button next to Send e-Invoice, Edit, Actions, PDF and Web View

  3. Check Send as. The email shows this team member's name, and replies go to their email address. It's you, unless you pick another Administrator or Finance Manager.

  4. Check the Recipients.
    The invoice's Customer Contact is already chosen. You can add other contacts of the customer's company or your Administrators and Finance Managers, or type any email address. Add people to copy in under CC(s). Each field takes up to six addresses.

  5. Check the Subject and Message.
    They come from your invoice email template, with this invoice's details filled in. Changes here apply to this email only. To change the wording for every invoice, see customising the invoice email.

  6. Leave Include PDF version of the Invoice ticked to attach the PDF, and Include links to Attachments in email ticked to add links to files attached to the invoice.

    The Send Invoice popup, with the sender in Send as, empty Recipients and CC(s) fields, the subject and message from the invoice email template, and the options to attach the PDF and links to attachments, both ticked

  7. Click Send.

What happens next

  • A draft invoice becomes Sent. An invoice with a zero total becomes Paid instead; Avaza asks you first.
  • You can send the invoice again later, for example to another contact. That doesn't change its status.
  • If an online payment method is switched on in the invoice's template and accepts its currency, the email has a View & Pay Online! button. See online payments.
  • When your customer opens the email or views the invoice online, an eye icon appears in the Seen column of the Invoices list, and the invoice's activity history records it. Team members you include get their own copy, so opening it doesn't count as a view.
  • The email is sent from clientinvoices@mail.avaza.com on your behalf. See why invoices come from that address.
  • To chase payment, open a sent or late invoice and choose Actions › Send Reminder.

If you can't send it

  • Send via Email isn't shown on a void invoice.
  • On the Free plan, download the PDF and send it from your own email. Then choose Actions › Mark as Sent and confirm the date, so the invoice's status is right.
  • If the popup says that invoice emails use the standard template while your account is new, you can't edit the subject or message until the date it shows.
  • To send through an e-invoicing network instead, use Send e-Invoice. See e-invoicing.