Email Invoices Directly to Clients

Send finalized invoices straight to your client’s inbox with one click — includes a link to the shareable invoice page and PDF download.

Invoice AI can send finalized invoices directly to your client’s email address. The email includes a link to the invoice’s public page, where the client can view the full invoice and download the PDF — without needing an account.

Email delivery is optional. Invoice AI works fully without it — you can always share the public invoice link manually. The Email it button only appears when email delivery has been configured for your instance by your administrator.

Prerequisites

Before you can email invoices, email delivery must be enabled for your Invoice AI instance. This requires a verified sending domain to be configured by your administrator. If the Email it button is not visible on finalized invoices, reach out to your administrator to have email delivery set up.

Send an invoice by email

Once email delivery is configured, the Email it button appears on every finalized invoice.

1. Finalize the invoice

   If you haven’t already, finalize the invoice from the builder. The Email it button is only available on invoices with open, overdue, or paid status — drafts cannot be emailed.

2. Click 'Email it'

   Open the invoice and click Email it. Invoice AI sends the email to the address stored on the client record associated with that invoice.

3. Confirm delivery

   The button updates to confirm the email was sent. If delivery fails, an error message is shown in the UI.

Make sure your client record has an accurate email address before finalizing. The email address is taken from the client snapshot at finalization — if the client’s email has changed, update it and create a new invoice rather than editing a finalized one.

What the email contains

The email your client receives includes:

• A greeting addressed to the client name
• The invoice number and total amount due
• The due date
• A View Invoice button linking to the public invoice page
• Your business name as the sender display name

From the invoice page, your client can read the full line-item breakdown and download the PDF.

Webhook events

Invoice AI fires webhook events so you can track email delivery in your own systems:

Event	When it fires
invoice.emailed	The email was accepted for delivery.
invoice.email_failed	The email could not be sent due to a delivery error.

Use these events to trigger follow-up actions — for example, logging delivery status, retrying after a failure, or notifying your team when a client hasn’t received their invoice.

// invoice.emailed payload (example)
{
  "event": "invoice.emailed",
  "invoice_id": "in_xxx",
  "client_email": "[e-mail]",
  "sent_at": "2025-06-01T10:32:00Z"
}

// invoice.email_failed payload (example)
{
  "event": "invoice.email_failed",
  "invoice_id": "in_xxx",
  "client_email": "[e-mail]",
  "error": "Invalid recipient address",
  "failed_at": "2025-06-01T10:32:05Z"
}

invoice.emailed confirms that the email was accepted by your email delivery provider — it does not guarantee the email reached the client’s inbox. Delivery to the inbox depends on your sending domain’s reputation and the client’s email provider.

Troubleshooting

The “Email it” button isn’t showing. Email delivery has not been enabled for your instance. Contact your administrator to configure a verified sending domain and enable the feature.

The email was sent but my client didn’t receive it. Ask your client to check their spam or junk folder. If the problem persists, your administrator may need to verify that the sending domain’s DNS records are correctly configured.

I received an invoice.email_failed webhook. Check that the client’s email address is valid and correctly entered on the client record. If the address looks correct, contact your administrator — the email delivery integration may need attention.