Email an invoice

Applies to Workletto 1.x.

Once an admin has turned on email, admins and managers can email an invoice to the client straight from the invoice page. The email comes from your own sender address and contains the invoice as a table: number, dates, the PO number and subject if it has them, each line with its quantity, rate and amount, subtotal, discount, tax, total, and the invoice’s notes. There is no PDF attached; the amounts are exactly those on the invoice page.

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With email off, the invoice page has no email button. It says how sending works instead: admins see “Set up email in Manage → Email to send invoices from here.”, and managers see “Ask an admin to set up email.” Print or save the invoice as PDF and send it yourself, then mark the invoice as sent.

With email on, a draft’s note reads “Email it to the client, or mark it as sent if you send it another way.”

In the vendor’s online demo the button is shown so you can see how it works, but nothing is sent: the app says email isn’t available in the demo.

Send an invoice

1. Open the invoice under Invoices.
2. Click Email to client.
3. To is filled in with the client’s email address, from the client’s details under Clients; change it if you like. Add a Message if you want a few words above the invoice.
4. Click Send email.

A draft becomes Sent the moment the email goes out, with today as its sent date. The page then shows “Emailed to”, the address, and when. If the invoice is moved back to a draft, the page says “Last emailed to”, the address and the date, followed by “before it went back to draft.”

If the email couldn’t be sent, the dialog says why and nothing about the invoice changes. The same reason appears on the Email settings page.

Send a reminder

On an invoice that is already sent (or overdue), the button reads Email a reminder. It sends the same table with the subject “Reminder: invoice 0012 from” your organization’s name. The invoice’s sent date doesn’t change; “Emailed to” shows the latest email.

A paid invoice has no email button.

Automatic late-payment reminders

An admin can have the app remind clients about unpaid invoices by itself:

1. Go to Manage, Invoicing.
2. Under Late-payment reminders, choose Remind clients about unpaid invoices: Off (the default), or 3, 7 or 14 days after the due date.
3. Click Save settings.

The first reminder goes out that many days after an invoice’s due date, then another every 7 days, up to 3 reminders in all. Days are counted in your organization’s time zone (the one set under Manage, Settings, in the Timesheet approvals section). Each reminder is the same email as Email a reminder, with a line saying the invoice was due on its due date and hasn’t been paid yet, and a Pay online link when online payments are on.

Reminders go only to invoices that are Sent and unpaid, at the address the invoice was last emailed to, or else the client’s email address. A draft, a paid invoice, an invoice with an online payment being processed, or a client with no email address never gets one. Email has to be turned on. If an email can’t be sent, the app tries again a few minutes later, and the reason appears on the Email settings page. If the app was switched off for a while, it sends one reminder when it’s back, not all the ones it missed.

On a sent invoice’s page, while reminders are on:

• “Reminder sent on” the date, and how many of the 3 have gone out.
• When the next one goes, if the invoice is still unpaid.
• Don’t remind: tick it to stop reminders for this invoice only. Untick it to start them again.

Each reminder, and each change to Don’t remind, is in the invoice’s History. Reminders aren’t sent from the vendor’s online demo.

What the client receives

• Subject: “Invoice 0012 from” your organization’s name, or “Reminder: invoice 0012 from” it.
• Your message, if you wrote one.
• A line naming the invoice, the client and your organization.
• Invoice number, issue date, due date, and the period the work covers when the invoice has one.
• The invoice lines, then subtotal, discount (only when the invoice has one), tax under its own name, like VAT (only when the invoice has tax), and total, in the invoice’s currency.
• The invoice’s notes, such as your payment terms.

The sender name and address are the ones under Manage, Email. Replies go to that address.