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Sending Invoices to Customers

Quick version: Open a draft invoice and click Send to Customer. The customer gets an email with a link to view and pay the invoice online.

Before You Can Send

Two things need to be in place before you can email an invoice:

  1. The customer must have an email address. If there is no email on the customer record, you will see a "Mark as Sent" button instead. You can still give the customer a PDF or payment link manually.
  2. Stripe Connect must be set up. Go to Settings to connect your Stripe account. This is required so customers can pay online through the invoice link.

How to Send an Invoice

  1. Go to Invoices and click on the invoice you want to send.
  2. Make sure the invoice is in Draft status.
  3. Click the Send to Customer button.
  4. The customer receives an email with:
    • Your business name
    • The invoice number
    • The balance due
    • The due date
    • A link to view and pay the invoice online

The invoice status changes from Draft to Sent.

If the Customer Has No Email

If the customer does not have an email address on file, you can:

  1. Click Mark as Sent to update the status manually.
  2. Share the payment link directly. Go to the invoice detail page, click Record Payment, choose "Credit Card (Stripe Link)", and copy the link to send via text, email, or however you communicate with that customer.
  3. Download the PDF and send it yourself (click the three-dot menu, then Download PDF).

What the Customer Sees

When a customer clicks the link in the email, they land on a payment page that shows:

  • Your business name and logo
  • The invoice number and status
  • All line items with descriptions, quantities, and prices
  • Subtotal, tax, any discounts, and the total
  • The balance due (in large text)
  • A Pay Invoice button with a secure credit card form (powered by Stripe)
  • Invoice details like issue date, due date, and payment terms
  • Your business contact information
  • A Download PDF button

If the invoice is already paid, the customer sees a "Paid in Full" message instead of the payment form.

If the invoice is past due, the customer sees a red warning banner.

Tracking Delivery

On the invoice detail page, the sidebar shows key dates:

  • Issue Date -- When the invoice was created.
  • Sent -- When the invoice was emailed.
  • Status -- Updates as the customer interacts: Sent, Viewed, Partial, Paid.

Re-sending an Invoice

If you need to send the invoice again (maybe the customer lost the email), you can:

  1. Copy the payment link from the invoice detail page and send it yourself.
  2. Download the PDF and email or text it directly.

Tips

  • The customer does not need to create an account to view or pay an invoice. The link works for anyone.
  • If the email fails to send, Fieldkit still marks the invoice as Sent. You will see a warning message so you know to follow up manually.
  • Past due invoices show a red "Payment Past Due" banner on the customer-facing page, which can encourage faster payment.
  • Customers can see their payment history on the invoice page, so they know exactly what they have already paid.

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