Send by email, WhatsApp or link
Send issued quotations, invoices and receipts by email with the PDF, by WhatsApp or as a link, and see what your customer gets on the customer page.
Issuing a document numbers and locks it, but does not send it. You then send it in one of three ways: email, WhatsApp or a copied link. Each way gives your customer the same private customer page, where they can view the document, download the PDF, accept a quotation or pay an invoice.
You can send any issued document that is not void. Members, admins and owners can send; viewers and accountants cannot.
After you issue
When you issue a quotation or invoice, the Send dialog opens straight away. If you close it without sending, the document page shows a yellow notice:
Not sent yet. This invoice is issued but the customer has not received it. Email it, share it on WhatsApp or copy the customer link — it then shows as Sent.
Click Send now on the notice, or Send at the top of the page, to open the dialog again.
Send by email
Open the document and click Send.
Check the fields:
Field Notes To Filled in with the contact's email. Separate multiple addresses with commas. CC Optional, for example your own accounts inbox. Subject Defaults to, for example, "Invoice INV-26-0007 from Cempaka Studio". Message A short default message with the amount and the link. Edit it as you like. Attach PDF Ticked by default. Click Send email. You see Email queued.
"The hosted link (view, download, pay) is always included": the email has a button to the customer page — View and pay for an unpaid invoice, View quotation for a quotation. The email is sent by Invoa in your company's name. If you set an Email in Settings → Company, it is used as the reply-to address, so replies come to you.
The document timeline shows Sent with the recipients, and Email delivered once the email has gone out.
Send by WhatsApp
The WhatsApp button appears on issued documents when the contact has a WhatsApp number or Phone.
Click WhatsApp. WhatsApp (or WhatsApp Web) opens a chat with the customer and a message ready to go, for example:
textHi, here is Invoice INV-26-0007 from Cempaka Studio for RM 1,250.00: <link>Press send in WhatsApp.
Invoa cannot see whether you actually pressed send; it marks the document Sent when you click the button. Numbers starting with 0 are sent as Malaysian numbers (012… becomes 6012…). If the contact's WhatsApp number differs from their phone, add it under WhatsApp number on the contact.
Copy the customer link
Click Copy link to copy the customer page link and paste it anywhere — your own email, a chat, a project portal. You see Link copied, and an Issued document becomes Sent.
The link is also shown on the document page under Hosted link.
Download the PDF
Click Download PDF to save the PDF yourself, for example to upload to a customer's supplier portal. Downloading does not mark the document as sent.
The customer page
The link opens a page with your logo and company name, the document in full, and a Download PDF button. No sign-in is needed, and the page is hidden from search engines. Anyone with the link can open it, so share it only with your customer.
Depending on the document, the side panel shows:
| Document | What the customer can do |
|---|---|
| Quotation or proforma | Read the document and click Accept quotation. See Quotations and proposals. |
| Invoice with a balance | See the Amount due, click Pay online (if you have set up CHIP), or see your bank details and DuitNow QR and tap I have paid by bank transfer. See Payments and receipts. |
| Paid invoice | See Paid in full and the payments received. |
| Delivery order | Check the items and quantities and click Confirm receipt. |
| Receipt or credit note | View and download it. |
It also lists any attachments you chose to show to the customer, and a Questions about this document? box with your company email and phone.
When the customer opens the page, the document shows First viewed with the date and time, and the timeline adds Viewed by customer.
Statuses after sending
The first time you send, an Issued document becomes Sent. Sending again — for example a second email to another person — adds to the timeline but does not change the status. After that, invoices move on to Partially paid or Paid as payments come in, and quotations to Accepted or Converted.
Receipts
When you record a payment with Email the receipt to the customer (PDF attached) ticked, Invoa emails the receipt to the contact's email for you. To send it again, or to someone else, open the receipt and click Send.
Related
Something unclear or out of date? Tell us at hello@invoa.io and we'll fix the page.