Use this workflow to send a customer invoice email with the invoice PDF attached.
When to use this workflow
Use this workflow when the invoice is ready to send to the customer or another approved recipient.
Do not email an invoice until the invoice values, customer, PO, terms, tax, shipping, and line quantities have been reviewed. If the invoice has no invoice lines yet, confirm that sending a pre-shipment invoice is approved by your company process.
Before you start
Confirm:
- You are working with the correct invoice.
- The invoice PDF is ready to send.
- You have the correct recipient email address.
- Any custom message is approved and appropriate for the customer.
Screen path
Dashboard > Sales > Invoicing
Steps
-
Open
Dashboard > Sales > Invoicing. -
Search for the invoice.
-
Select the expand arrow on the invoice row.
-
Review the invoice lines and totals.
-
Select
Email Invoice. -
In
Send Invoice Email, review the invoice summary:Invoice,Order,Customer, andTotal. -
Enter
Recipient Email(s). -
To send to multiple recipients, separate addresses with commas or semicolons.
-
Enter a
Custom Messageif one should appear at the beginning of the email body. -
Select
Previewto review the email before sending. -
In
Email Preview, reviewFrom,To,Subject, the message body, and the PDF attachment name. -
Select
Close Previewto return to the send form. -
Select
Send Email with PDF. -
Wait for the success message before closing the window.
What happens behind the scenes
PAX validates recipient email addresses before sending. Up to 50 recipients are allowed.
When you preview the email, PAX renders the active invoice email template, applies the custom message, and generates an invoice PDF attachment preview.
When you send the email, PAX generates the invoice PDF, sends the message through the configured email service, records the email in the email log, and creates a completed customer activity entry. The success message confirms that the activity was logged automatically.
Emailing an invoice does not change invoice status, payment status, inventory, shipments, or accounting balances.
Troubleshooting
Recipient email is rejected
Likely cause: One or more email addresses are missing or invalid.
Safe fix: Enter at least one valid email address. Separate multiple addresses with commas or semicolons.
Contact support if: A valid email address is still rejected.
PAX says maximum recipients allowed
Likely cause: More than 50 recipient addresses were entered.
Safe fix: Reduce the recipient list to 50 or fewer addresses.
Contact support if: The count appears wrong after removing extra addresses.
Preview cannot be generated
Likely cause: Email configuration, invoice email template, invoice data, or PDF generation is unavailable.
Safe fix: Confirm the invoice exists and try again.
Contact support if: The preview continues to fail.
Email fails to send
Likely cause: Email configuration, the active invoice template, the external email service, or PDF generation failed.
Safe fix: Do not repeatedly resend without checking the error. Verify the recipient address and try again once.
Contact support if: The email still fails or the customer reports duplicate messages.