Guide
Send an invoice
Email an issued invoice with the PDF attached, or send it yourself, then track it to paid.
Before you start
- An invoice that has been issued. You send from the issued invoice, not a draft.
- The “Create invoices” permission, which admins and managers hold by default. An admin can grant it to, or revoke it from, one person in Settings, Permissions.
- To email it from WorkWiser, a connected email account. No account? See the no-account path below.
The status badge tracks each invoice from issued to paid.
Email it from WorkWiser
Open the invoice and click Send Invoice
Open the issued invoice and click Send Invoice in the action bar.
Check who it comes from
The From line shows the email address the client will see, spelled out, before you send. Read it. If your organization sends as more than one business, this is the one field worth a second of your attention.
WorkWiser fills it in only when someone has said what it should be: the client’s own sending account first, then your organization default. If neither is set and you have more than one connected account, From is left empty and Send stays disabled until you choose. It will not pick an identity for you.
If the account someone chose is disconnected, WorkWiser says so and still asks you to choose, rather than quietly sending as a different account.
Add the recipients
WorkWiser pre-fills the client’s billing email and contacts as suggestions. Click a suggestion or type an email and press Enter to add it. You can add several.
The CC field gets the same suggestions, minus anyone already in To. Each suggestion shows the contact’s role at the client, so two people at the same company are easy to tell apart.
Check the subject and message
The subject and message come pre-filled in the invoice’s language and mention the number and amount. Edit them however you like. The PDF is attached for you, so you do not need to add it.
Send
Click Send. The email goes out with the PDF attached, the invoice is stamped as sent, and the thread is saved on the invoice’s Conversations tab.
Set which account a client is invoiced from
If you invoice under more than one business, set the sending account per client: open the client, edit it, and pick one under Send invoices from. Every invoice for that client then goes out as that identity.
Admins can also set an organization-wide default under Settings, Integrations, Email, for clients that have none of their own. Leave it on Ask every time and WorkWiser will ask on each send instead of guessing.
Set your own default email message
Rather than editing the subject and message on every send, set a default once. Admins set the organization default under Settings, Organization, in Billing & Invoicing, and you can give a client its own message that takes over for that client.
Write your subject and message with the variables below in curly braces. WorkWiser swaps each one for the real value when it prepares the email, and you can still tweak anything before you send.
Message variables
{number}
The invoice number, like INV-2026-0001.
{amount}
The invoice total, in the invoice’s currency and number format.
{due_date}
The due date, formatted, or left blank when the invoice has none.
{client_name}
The billing client’s name.
{invoice_month}
The month the invoice is dated, as a name without the year, like August.
{service_month}
The month being billed, as a name without the year, like June.
{service_period}
The period being billed, with the year, like June 2026 or a range such as May to June 2026.
{year}
The year being billed.
No email account connected?
If no account is connected, the Send dialog offers a fallback instead: Download PDF to attach and send from your own inbox, or Open in email app to start a message with the details filled in. Either way, choose Mark as Sent so WorkWiser knows it has gone out.
You can also pick Mark as sent without emailing at any time, for invoices you send by another channel entirely.
Resend, and track it to paid
Resend if you need to
Once an invoice has been sent, the button becomes Resend. Use it to send again, for example with an updated message or to a different contact. Sending is low-stakes and can be repeated.
Mark it as paid
When the money arrives, click Mark as Paid. You can record an optional payment reference, like a bank transfer reference, for your records.
Watch for overdue
If an issued invoice passes its due date before it is paid, WorkWiser shows it as Overdue automatically. There is nothing to set; the badge updates from the due date.
Good to know
Sending and marking paid are available on issued invoices only. A draft has to be issued first.
A payment reference is recorded when you mark the invoice paid, not when you send it.
Need to download the PDF on its own? Use Download PDF on any issued or voided invoice.
Related
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