Send an Invoice to the Client

Who this guide is for

Business Owners, Sole Traders, Admin, Supervisor, and Finance.

Overview

Review a draft invoice and send it to the client.

Before you start

The invoice draft must exist — see Create Your First Invoice. With the Client Portal enabled, the client receives an email with a portal link; with the portal off, they receive a PDF attachment.

Steps

1. Open Invoices (or Quotes and Invoices) and find the draft invoice.
2. Open the draft.
3. Review the client details, dates, payment terms, line items, materials, labour, and totals. Edit any field that needs updating and save.
4. (Optional) Generate a PDF preview.
5. Select Email (or Email Invoice).
6. Review or edit the recipient, subject, and body. (Optional: have AI draft the email body — set a tone, then review and edit. The AI writes the prose only; it does not add the Pay Now/View Invoice buttons, the signature, or any prices. Each draft uses 1 AI call — see Using AI in MyApprentice.)
7. Select Send Email (or Send).

What happens next

The invoice status updates to Sent. The client receives it through the portal link or as a PDF attachment, based on your Client Portal setting — and when Stripe and Xero are both connected, the client always receives the PDF (plus the portal link if the portal is on). If Xero is connected, sending also authorises the invoice in Xero so the client can pay it, and when online payments are set up the email carries a Pay Now link — see Connecting Stripe for Online Payments. The invoice surfaces in Needs Your Attention until payment is recorded. Reminders for outstanding amounts go out automatically based on the cadence configured on the Sales tab — see Set quote validity and reminder defaults (Business Settings → Sales) to change the cadence.

Related guides

Create Your First Invoice, Mark an invoice as paid, Push an invoice to Xero, Set payment methods and terms, Using AI in MyApprentice.