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Sending Invoices

Once you've created and finalised an invoice, you can send it to your client. LoveInvoice provides a flexible email sending system with customisable templates.

Sending an Invoice​

To send an invoice:

  1. Open the invoice from the Invoices list
  2. Click the Send Email button in the top-right
  3. The send modal will open with a preview of the email

Email Editor​

The email editor allows you to customise how your invoice is delivered to clients.

Email Preview​

The left side of the send modal shows a live preview of how the email will appear to your client. This includes:

  • From address: Your business email
  • To address: Your client's email
  • Subject line: The email subject
  • Email body: The main content of the email

Editing the Email​

Click the Edit button to open the email editor. You can customise:

Subject Line​

The email subject supports template variables (placeholders) that are automatically filled with invoice details.

{{company_name}}
Your business name
string
{{client_name}}
Your client's name
string
{{invoice_number}}
The invoice number
string
{{total_due}}
The total amount due
currency
{{due_date}}
The payment due date
date

Email Body​

The email body can be edited in two modes:

Rich Text Mode:

  • WYSIWYG editor for easy formatting
  • Supports bold, italic, lists, links, and more
  • Ideal for simple, professional emails

Code Mode:

  • Edit raw HTML or MJML
  • For advanced users who want full control
  • Supports template variables

Template Variables​

Both the subject and body support template variables. A full list of available variables is shown in the editor, including:

Client

{{client.name}}
Client name
string
{{client.email}}
Client email address
string
{{client.company}}
Client company name
string

Invoice

{{invoice.invoice_number}}
Invoice number
string
{{invoice.total}}
Invoice total amount
currency
{{invoice.due_date}}
Payment due date
date
{{invoice.items}}
Line items arrayRequires looping with {% for %}
array

Business

{{business.name}}
Your business name
string
{{business.email}}
Your business email
string

Attach PDF​

By default, the invoice PDF is attached to the email. You can uncheck Attach Invoice PDF if you prefer to send only the email with a link to view the invoice online.

Restoring Templates​

If you've made changes to the email and want to revert to your saved template:

  1. Click the Restore button in the email editor
  2. Your previously saved template will be restored

Sending​

When you're happy with the email:

  1. Click Send Invoice
  2. The email will be sent to your client
  3. The invoice status will update to Sent
  4. A success notification will appear

Resending Invoices​

You can resend an invoice at any time if:

  • The client didn't receive the original email
  • You need to send it to a different email address
  • You want to send a reminder

To resend:

  1. Open the invoice
  2. Click Resend Email (the button changes from "Send" to "Resend" for sent invoices)
  3. Customise the email if needed
  4. Click Send Invoice

Invoice Status After Sending​

When you send an invoice, its status updates:

  • Finalised → Sent: The invoice has been emailed to the client
  • Sent → Viewed: When the client opens the invoice (tracked automatically)
  • Viewed → Due: When the due date is reached (if unpaid)
  • Due → Overdue: When the invoice is past due
note

Automatic Payment Status

Payment statuses (partially paid, paid) are automatically calculated based on actual payments recorded against the invoice.

Marking as Sent​

If you send invoices through another method (post, hand delivery, etc.), you can manually mark them as sent:

  1. Open the invoice
  2. Click Actions → Mark as Sent
  3. The invoice status will update to Sent

This is useful when you don't use LoveInvoice's email sending feature but still want to track that the invoice has been delivered.

You can share a public link to an invoice instead of emailing it:

  1. Open the invoice
  2. Click Actions → Copy Public Link
  3. A modal will appear with the public URL
  4. Copy the link and share it however you prefer (chat, message, etc.)

The public link allows clients to view the invoice online and make payments if you have payment methods configured.

Email Templates​

LoveInvoice comes with default email templates for sending invoices. You can customise these in your business settings to match your brand and communication style.

Template options include:

  • Rich Text: Simple editor for basic customisation
  • HTML: For more advanced styling
  • MJML: Professional email framework for complex designs

Best Practices​

  1. Personalise your emails: Use the client's name and reference specific details to make emails more personal
  2. Keep it professional: Maintain a consistent, professional tone in all communications
  3. Include clear payment instructions: Make sure clients know how and when to pay
  4. Attach the PDF: Most clients prefer having the PDF attached for their records
  5. Use template variables: These ensure your emails always have accurate, up-to-date information
  6. Test your templates: Send a test email to yourself to see how it looks before sending to clients