Sending invoices

An approved invoice can be emailed to the client or marked as sent.

Email it#

1. Open the approved invoice and click Send to client.
2. Check the recipient and edit the Message if you like.
3. If online payments are set up, Include a payment link is on: it adds a "Pay online" button to the email. See Online payments.
4. Click Send invoice.

Mark it as sent#

If you're delivering the invoice another way (by post, or attached to your own email), choose Mark as sent. It's issued exactly the same way, without an email.

What happens when an invoice is sent#

• It gets its number (INV-2026-0042: the year, then a running count; numbers are never reused).
• The Issued date is today on your firm's clock, and the Due date is that plus your payment terms.
• The client's billing details are saved on the invoice as they are now.
• The PDF is created once and kept: download it with PDF. Changes to the client later don't change a sent invoice.

Sending again#

On a sent invoice, Send again (or Email to client, if it was only marked as sent) emails the same PDF.

Automatic reminders#

Mattersimple can remind clients about unpaid invoices for you. Turn it on in Firm settings → General → Invoices → Remind clients about overdue invoices.

While it's on, a sent invoice with a balance left gets an email on its due date, and again 7 and 14 days later: three reminders at most. Each has the invoice PDF attached and, when you take payments online, a Pay online button. Reminders go out early in the day on your firm's clock, and stop as soon as the invoice is paid or cancelled. The last one tells the client it's the final automatic reminder.

• To skip reminders for one invoice, untick Remind the client automatically when it's due when you send it, or turn off Automatic reminders under Details on a sent invoice. The same switch shows how many have gone out.
• Each reminder shows in the invoice's history as Reminder sent, and on the matter's audit trail.
• Reminders go to the address the invoice was sent to.