Send an invoice
What happens when you press Send: the email the client gets, the link inside it, the follow-up task, and why a send can be refused.
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Send emails the invoice to the client's address on file, from your company name, in the client's language, with a button that opens the invoice in their portal and — once Stripe is connected — lets them pay. The status only becomes Sent after the email service accepts the message, so Emailed on the invoice is an event, not an intention.
Overview
Nothing is attached. The email links to the invoice's own page in the client portal, which shows what is owed and what has been paid, and mints a fresh checkout at the moment the client presses Pay — a raw Stripe link would expire overnight and an attached PDF cannot take a payment. The Download PDF button on the invoice is there when a client asks for a file.
How to send it
- Open the invoice. On a draft, the banner reads This invoice has not been sent to the client yet. with Send it beside it; the Send button is also in the command strip.
- Press it. A green line confirms Invoice emailed to the address, and the trail card below shows Emailed → address with the date.
- A task Follow up payment for INV-… is created for you a week out, so a sent invoice cannot be forgotten. It closes itself when the balance is settled.
- Later, while anything is still owed, the same button reads Send again — re-sending a copy a client mislaid is routine and does not move a paid or overdue invoice back to Sent.
The email the client receives
- Subject: “Invoice INV-2026-0008 from Your Company — $2,260.00 due”. The figure is the balance, not the total: after a deposit the intro says so and thanks them for it.
- From: your company name. From your own domain once it is verified under Settings → Email Domain; otherwise from FieldQuo's sender with your name on it. Replies go to your company email.
- Amount due and Due … — or Was due … in red once the date has passed.
- Pay online when Stripe is connected and enabled; otherwise View your invoice and the line “Please get in touch to arrange payment.” — a Pay button that leads to a dead end is worse than none.
- The language is the invoice's own, fixed when it was created; a client who received a French quote gets a French invoice.
When a send is refused
- No email on file — the banner reads … has no email address on file, so this invoice cannot be sent or chased. Add one on the client record and try again.
- This says tax applies, but charges none — the invoice claims tax and charges $0. The dialog offers Set … 's location to work the rate out, or Or: there's genuinely no tax on this one to send without tax.
- No plan yet — sending is the outward act that needs an active trial or plan. Drafting never does; see Your plan and seats.
- A past job entered through the import — it was paid before it was typed in, and FieldQuo sends nothing about it.
Request Payment is the other email. It goes out from the same address with the same link, framed as a reminder (“A reminder that invoice … has a balance of …”), with room for a note of your own. See Invoice reminders and chasing.
Who can send
Invoices at View, create & edit — the Dispatcher and Manager presets, administrators and the owner. Every send is written to the Activity Log as “Sent invoice INV-… to …”.
Часті запитання
The client says they never got it.
Open the invoice: the trail card shows Emailed → address and the date only if the email service accepted it. Check the address on the client record, then Send again. If your own domain is set up but unverified, sends fail with a message saying so.
Does the client need an account?
No. The link in the email is their portal, keyed to a private token — no password, no sign-up, works on a phone.
Can I send it by text instead?
Not today. FieldQuo emails invoices; the client texts it sends are the appointment reminder and “On my way”.
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