Invoices and documents · 3 min read

Sending an invoice by email

How to send an invoice to a client by email straight from Taxorio — the automatic PDF, the email's content, the link to the web invoice, a copy to yourself, and delivery and open tracking.

Sending an invoice in one click

As soon as your invoice is saved, you can send it to the client by email right away — no need to download the PDF and attach it by hand. Taxorio does all of it for you.

On the invoice detail, click the Send button (top right, next to the PDF and Share buttons). The Send invoice to client dialog opens with the details pre-filled.

Recipient's email address

Taxorio automatically pre-fills the client's email address if you have it saved in your address book. You can change the address before sending — but the To field only ever takes one address; the dialog won't accept several addresses separated by a comma. If you need to send the invoice to two addresses, send it twice, or send the second recipient a link to the web invoice instead.

💡 Tip: If you want the client's email address to pre-fill automatically, add it to your address book. Just go to the Clients section, pick the client and fill in the Email field.

What the email contains

The email sent contains:

The invoice PDF as an attachment — generated automatically and named after the invoice number (e.g. faktura-20260042.pdf). You can turn the attachment off with the Attach invoice as PDF toggle.
The email text — a professional message with the invoice number, the amount and the due date. You can edit the text before sending, in the text field.
A "View invoice online" button — a link to the web invoice with a live payment status and QR payment. On by default; turn it off with the Include a link to the web invoice option. The QR code itself isn't carried in the email body — it's on the PDF and on the web invoice.
Other invoice attachments — if you've uploaded files to the invoice, they're attached too (the Attach other files option).

Copy to yourself

In the dialog you'll find a Copy me toggle. Turn it on and you'll receive a copy of the sent email too — as confirmation and for your own records. Taxorio knows your email from your account settings.

Tracking delivery and opens

After sending, a subtle icon appears next to the invoice — in the invoice list and in its detail — hinting at how the email is doing. Hovering over it shows the exact date and time:

✉️ Sent (grey) — the email went out to the client, who hasn't opened it yet.
👁 Viewed (green) — the client opened the invoice. The tooltip shows the date and time of the first opening.
⚠️ Not delivered (red) — the email couldn't be delivered (invalid address, full mailbox). Check the address and send it again.

💡 What this is good for: before sending a reminder to a client, glance at the icon. If it shows "Viewed," they've demonstrably seen the invoice — if they still haven't paid, you're dealing with a payment issue, not a missed email. If an invoice shows "Not delivered," a reminder to the same address won't help.

⚠️ This is only a guide: the opening is tracked through an invisible tracking pixel in the email. Some clients have image downloading turned off — then the opening isn't recorded, even though they read the invoice. Conversely, mailboxes like Apple Mail load the image on their own — "Viewed" can then show up even if no one opened the email by hand. Treat it as a hint, not proof.

⚠️ Careful: Don't quietly edit an invoice you've already sent — the client would be left holding a different document than the one in your records. If you spot an error after sending it, send the client a corrected version, or issue a corrective tax document.

💡 Invoice overdue? Don't send a reminder by hand — Taxorio has a Send reminder button for exactly that. How it works is described in the article Payment reminders for unpaid invoices.