Send Invoice

Learn how to send invoices to customers using email, WhatsApp, download links, and other methods. This guide covers all invoice delivery options in Digit Tally.

Invoice Sending Methods

Digit Tally offers multiple ways to deliver invoices to your customers.

Available Sending Options

Method	Description	Best For
Email	Send PDF via email	Most common, professional
WhatsApp	Share via WhatsApp Business	Quick, popular in Nigeria
Download PDF	Download and send manually	SMS, other platforms
Public Link	Generate shareable link	Website, social media
Print	Physical copy	In-person delivery
SMS	Text message with link	Mobile-first customers

[SCREENSHOT: Invoice send options menu]

Sending via Email

The most common and professional method to send invoices.

Send from Invoice Creation

Method 1: During Creation

1. Complete invoice creation form
2. Click Save and Send button
3. Email compose window opens automatically
4. Review and send

[SCREENSHOT: Save and Send button during creation]

Method 2: After Creation

1. Click Save as Draft
2. Click Send button from invoice detail page
3. Email compose window opens

Send from Invoice List

1. Navigate to Invoices in sidebar
2. Find the invoice to send
3. Click Send icon (envelope icon) in the actions column
4. Or click three-dot menu > Send Invoice

[SCREENSHOT: Send button on invoice list]

Email Compose Window

When you click Send, an email form appears:

Email Form Fields:

Field	Description	Default
To	Customer email address	Auto-filled from customer record
CC	Additional recipients	Empty (optional)
BCC	Blind copy recipients	Your email (optional)
Subject	Email subject line	"Invoice [INV-001] from [Business Name]"
Message	Email body text	Pre-filled template (editable)
Attachments	Files to attach	Invoice PDF (automatic)

[SCREENSHOT: Email compose window with all fields]

Default Email Template

Subject: Invoice [INV-001] from [Your Business Name]

Dear [Customer Name],

I hope this email finds you well.

Please find attached Invoice [INV-001] for the amount of NGN [Amount].

Invoice Details:
- Invoice Number: [INV-001]
- Invoice Date: [Date]
- Due Date: [Due Date]
- Total Amount: NGN [Amount]

Payment can be made via bank transfer to:
Bank Name: [Your Bank]
Account Number: [Account Number]
Account Name: [Account Name]

Please feel free to contact us if you have any questions.

Thank you for your business.

Best regards,
[Your Name]
[Your Business Name]
[Phone Number]
[Email Address]

[SCREENSHOT: Default email template with placeholders]

Customizing Email Message

Personalizing the Email:

1. Edit the Subject line if needed
2. Modify the Message body:
   • Add personal greeting
   • Include additional instructions
   • Reference purchase order numbers
   • Add special notes
3. Add CC recipients for customer's accounting team
4. Add BCC to copy yourself or team members

Example Customization:

Dear Mrs. Okafor,

Thank you for your recent order of 50 Dell Laptops (PO: PO-12345).

As discussed, we're offering a 5% early payment discount if paid within 7 days.

Please find attached Invoice INV-001 for NGN 2,250,000.

Payment details are included in the invoice.

Looking forward to continued business.

Best regards,
John Adeyemi
ABC Trading Ltd

[SCREENSHOT: Customized email message]

Email Template Management

Saving Custom Templates:

1. Click Save as Template after writing email
2. Name your template (e.g., "Standard Invoice Email", "VIP Customer Email")
3. Use template for future invoices

Using Saved Templates:

1. Open email compose window
2. Click Load Template dropdown
3. Select saved template
4. Message auto-fills
5. Customize as needed

[SCREENSHOT: Template selector dropdown]

Sending the Email

1. Review all fields
2. Preview invoice PDF (click Preview Attachment)
3. Click Send Invoice button
4. Confirmation message appears
5. Email sent immediately

What Happens:

• Customer receives email with PDF attachment
• Email is logged in invoice history
• Invoice status changes to "Sent"
• You receive confirmation notification

[SCREENSHOT: Email sent confirmation message]

Sending via WhatsApp

Share invoices quickly using WhatsApp Business.

WhatsApp Send Process

1. Open the invoice
2. Click Share > WhatsApp
3. Choose option:
   • WhatsApp Web (if on desktop)
   • WhatsApp App (if on mobile)
4. Select customer contact or enter number
5. Message auto-composes with invoice PDF
6. Add personal message if desired
7. Click Send

[SCREENSHOT: WhatsApp share dialog]

WhatsApp Message Template

Hello [Customer Name],

Please find attached Invoice [INV-001] for NGN [Amount].

Due Date: [Date]

Payment details are in the invoice.

Thank you!

[Your Business Name]

PDF Attachment:

• Invoice automatically attached as PDF
• Customer can view and download
• Same PDF as email version

[SCREENSHOT: WhatsApp message with invoice PDF]

WhatsApp Popularity

WhatsApp is extremely popular in Nigeria for business communication. Many customers prefer receiving invoices via WhatsApp for convenience.

Download Invoice PDF

Download invoice to send through other channels or save locally.

Download Options

From Invoice Detail Page:

1. Open the invoice
2. Click Download button
3. Select format:
   • PDF (recommended - most common)
   • Print-friendly PDF (optimized for printing)

From Invoice List:

1. Hover over invoice in list
2. Click Download icon
3. PDF downloads immediately

[SCREENSHOT: Download button and format options]

PDF File Details

File Naming:

Invoice-[Number]-[Customer Name].pdf
Example: Invoice-INV-001-XYZ Corporation.pdf

PDF Contents:

• Company logo
• Business information
• Customer details
• Invoice items with prices
• Tax calculations
• Total amount
• Payment instructions
• Terms and conditions
• Footer notes

PDF Quality:

• Professional layout
• Print-ready quality
• Mobile-friendly viewing
• Searchable text

[SCREENSHOT: Sample invoice PDF preview]

Using Downloaded PDF

Once downloaded, you can:

• Email manually from your email client
• Upload to customer portal or project management tool
• Send via SMS (using file sharing services)
• Print physical copies
• Archive in your document management system
• Share on cloud storage (Google Drive, Dropbox)

Generate Public Link

Create a shareable link that anyone with the link can view.

Creating Public Link

1. Open the invoice
2. Click Share > Generate Link
3. Public link is created
4. Copy link to clipboard

Link Format:

https://sales.digit-tally.io/invoices/public/[unique-token]
Example: https://sales.digit-tally.io/invoices/public/abc123xyz789

[SCREENSHOT: Generate public link dialog]

Public Link Features

What Recipients Can Do:

• View invoice in browser
• Download PDF
• Print invoice
• Share link with others

What Recipients Cannot Do:

• Edit invoice
• See other invoices
• Access your account
• View customer list

Link Settings

Configure link options:

Setting	Options	Description
Expiration	Never, 7 days, 30 days, 90 days	When link becomes invalid
Password	Optional	Require password to view
Download	Allow/Disallow	Enable/disable PDF download
Tracking	On/Off	Track who views the invoice

[SCREENSHOT: Public link settings configuration]

Sharing Public Link

Use public link for:

• Website - Add to customer account page
• Email - Include in email body (not attachment)
• SMS - Text the link to customer
• Social Media - Share in private messages
• Project Management Tools - Link in task descriptions

Example SMS:

Hello, please view your invoice here:
https://sales.digit-tally.io/invoices/public/abc123xyz789

Amount: NGN 50,000
Due: Feb 15, 2026

Thank you!
ABC Trading

Revoking Public Links

To Disable a Link:

1. Go to invoice detail page
2. Click Share > Manage Links
3. Click Revoke next to the link
4. Link immediately becomes invalid
5. Recipients see "Link expired" message

[SCREENSHOT: Manage public links interface]

Security Consideration

Public links can be accessed by anyone who has the link. Use password protection or expiration dates for sensitive invoices. Never share public links on public social media.

Print Invoice

Print physical copies for in-person delivery or record-keeping.

Print Options

From Browser:

1. Open invoice
2. Click Print button
3. Browser print dialog opens
4. Select printer and settings
5. Click Print

From PDF:

1. Download invoice PDF
2. Open PDF file
3. Use PDF reader's print function
4. Print with your preferred settings

[SCREENSHOT: Print dialog with invoice preview]

Print Settings

Recommended Settings:

Setting	Recommended Value
Paper Size	A4
Orientation	Portrait
Color	Color (for logo) or Grayscale
Margins	Default or Narrow
Scale	100% (fit to page)
Headers/Footers	Disabled

Print Features

Multiple Copies:

• Print multiple copies for customer, your records, accounting
• Specify number of copies in print dialog

Batch Printing:

1. Select multiple invoices from list
2. Click Bulk Actions > Print All
3. All invoices print in sequence

[SCREENSHOT: Batch print multiple invoices]

Send via SMS

Send invoice link via text message to customer's mobile phone.

SMS Send Process

1. Open invoice
2. Click Share > SMS
3. Enter customer phone number (if not already saved)
4. SMS template appears:

Invoice [INV-001] from [Business Name]
Amount: NGN [Amount]
Due: [Date]

View invoice: [Short Link]

Payment details in invoice. Thank you!

5. Edit message if needed
6. Click Send SMS

[SCREENSHOT: SMS compose interface]

SMS Considerations

Cost:

• SMS sending may incur charges (check your plan)
• International SMS rates may apply

Character Limit:

• Keep message under 160 characters to avoid split messages
• Use link shortener for longer URLs

Delivery:

• SMS delivered within seconds
• Delivery receipt available
• Customer can click link on mobile

SMS Feature Availability

SMS sending may require enabling in Settings > Notifications. Check your subscription plan for SMS allowances.

Resending Invoices

Send the same invoice again to customers.

When to Resend

• Customer didn't receive original email
• Email went to spam folder
• Customer lost the invoice
• Reminder before due date
• Follow-up after due date

Resend Process

From Invoice List:

1. Find the invoice
2. Click Resend button
3. Email compose window opens with "Reminder" in subject
4. Customize message
5. Send

From Invoice Detail Page:

1. Open invoice
2. Click Send or Resend button
3. Compose email
4. Send

[SCREENSHOT: Resend button location]

Reminder Email Template

Subject: Reminder: Invoice [INV-001] - Due [Date]

Dear [Customer Name],

This is a friendly reminder about Invoice [INV-001] for NGN [Amount].

Due Date: [Date]
Days Until Due: [X days]

Invoice is attached for your reference.

Please let us know if you have any questions or if you need a payment extension.

Thank you for your business.

Best regards,
[Your Name]

[SCREENSHOT: Reminder email template]

Automated Reminders

Set up automatic invoice reminders:

Accessing Reminder Settings:

1. Go to Settings > Invoice Settings
2. Scroll to Automated Reminders
3. Configure reminder schedule:

Reminder Type	Timing	Enabled
Due Soon	7 days before due date	✓
Due Today	On due date	✓
Overdue	3 days after due date	✓
Seriously Overdue	14 days after due date	✓

4. Customize email templates for each reminder
5. Save settings

[SCREENSHOT: Automated reminder settings]

Payment Collection

Automated reminders significantly improve payment collection rates. Enable them to reduce overdue invoices.

Bulk Sending

Send multiple invoices at once.

Bulk Send Process

1. Navigate to Invoices list
2. Filter invoices (e.g., all "Draft" invoices)
3. Check boxes next to invoices to send
4. Click Bulk Actions > Send All
5. Choose sending method:
   • Email to all customers
   • Generate PDFs for all
6. Confirm bulk action

[SCREENSHOT: Bulk send interface with multiple invoices selected]

Bulk Send Options

Email Settings:

• Use same template for all
• Or customize per customer
• Send immediately or schedule

Scheduling:

• Send now
• Schedule for specific date/time
• Spread out sends (e.g., 10 per hour)

Tracking Sent Invoices

Monitor invoice delivery and customer interactions.

Email Tracking

What's Tracked:

• Email sent date/time
• Email opened (if tracking enabled)
• Invoice downloaded
• Link clicked
• Number of views

[SCREENSHOT: Invoice activity tracking]

Viewing Send History

1. Open invoice
2. Click Activity or History tab
3. View all send events:
   • Sent via email - Jan 28, 10:30 AM
   • Opened by customer - Jan 28, 2:15 PM
   • PDF downloaded - Jan 28, 2:16 PM
   • Resent - Jan 31, 9:00 AM

History Details:

Event	Timestamp	Details
Sent	Jan 28, 10:30 AM	To: customer@email.com
Opened	Jan 28, 2:15 PM	IP: 105.112.x.x (Lagos)
Downloaded	Jan 28, 2:16 PM	Format: PDF
Viewed Link	Jan 29, 11:00 AM	Public link access

[SCREENSHOT: Detailed send history log]

Delivery Status

Email Delivery Status:

• ✅ Delivered - Successfully received by customer's email server
• ⏳ Pending - Being processed
• ❌ Failed - Email bounced or rejected
• 📧 Opened - Customer opened the email
• 📄 Downloaded - Customer downloaded PDF

[SCREENSHOT: Delivery status indicators]

Troubleshooting

Common Issues

Issue: Customer Says They Didn't Receive Email

• Solution:
  1. Check email address is correct
  2. Ask customer to check spam/junk folder
  3. Resend to different email address
  4. Try WhatsApp or SMS method
  5. Check send history for delivery status

Issue: Email Shows as Failed

• Solution:
  1. Verify email address format
  2. Check if domain exists (after @)
  3. Contact customer for alternate email
  4. Download PDF and send manually

Issue: PDF Won't Download

• Solution:
  1. Check internet connection
  2. Try different browser
  3. Disable pop-up blocker
  4. Clear browser cache
  5. Use "Print to PDF" as alternative

Issue: WhatsApp Share Not Working

• Solution:
  1. Ensure WhatsApp is installed
  2. Check if phone number has WhatsApp
  3. Try WhatsApp Web instead of app
  4. Download PDF and share manually via WhatsApp

Issue: Public Link Shows "Expired"

• Solution:
  1. Check link expiration settings
  2. Generate new link
  3. Update link with customer

Best Practices

Professional Invoice Delivery

1. Send Promptly - Send invoices immediately after goods/services delivered
2. Double-Check Email - Verify customer email address is correct
3. Professional Tone - Use polite, professional language
4. Include Payment Details - Always include bank account information
5. Follow Up - Send reminders before due date
6. Offer Multiple Methods - Provide email and WhatsApp options
7. Track Delivery - Monitor when customer opens invoice
8. Respond Quickly - Reply to customer questions about invoice

Email Subject Line Tips

Good subject lines:

• ✅ "Invoice INV-001 from ABC Trading - NGN 50,000"
• ✅ "Your Invoice for Dell Laptops - Due Feb 15"
• ✅ "Invoice Attached - Order #12345"

Avoid:

• ❌ "Invoice" (too generic)
• ❌ "Please pay now!" (too aggressive)
• ❌ Using all caps (unprofessional)

What's Next?

Learn about receiving payments and generating receipts:

• Generate Receipt - Create receipts after receiving payment
• Create Credit Note - Issue refunds or corrections
• Manage Customers - Update customer contact details

Multi-Channel Approach

Send invoices via email for professionalism and record-keeping, then follow up on WhatsApp for quick confirmation. This dual approach is very effective in Nigeria.