Sending an invoice

Sending an invoice is one click, but it's the click that matters. Here's what happens and what it locks in.

What "Send" does

When you click Send:

1. The draft gets the next invoice number (e.g. 2026-0042).
2. We render the PDF.
3. We email the PDF to the client's billing email along with your payment instructions.
4. The invoice flips from Draft to Sent.
5. Every time entry on the invoice is marked as billed.

Screenshot pending

What gets locked

A sent invoice freezes:

• Line items. Their text, quantities, rates, and currency.
• Your org's payment instructions as they read at the moment of sending.
• Every time entry on the invoice. They become read-only: no editing, no deleting, no moving to a different project.

This is on purpose. The PDF you sent is what your client paid against, and rewriting it later creates more confusion than it solves.

Sending without emailing

If you'd rather download the PDF and email it yourself (some clients require their own portal), pick Send without emailing in the Send dialog. The invoice still gets a number, the entries still lock, and the PDF is yours to download. We just don't deliver it.

Resending

Open the sent invoice and click Resend email. We send the same PDF to the same address. Useful when a client says "I never got it".

I sent the wrong thing

If the invoice is already in your client's inbox and it's wrong:

1. Void the invoice from its detail page. It keeps its number and shows as Void forever.
2. Draft a new invoice for the same period. The entries are now unbilled again and ready to be redrafted.
3. Send the corrected invoice. It gets the next number in sequence.

Voiding is visible to anyone with access to the invoice list. That's the trade-off: you keep your numbering honest.

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