Email Flow
How the invoice email popup works, what gets attached, and why emailing marks the invoice as sent.
Open the invoice detail popup and click the email button to start the invoice email flow. Work Planner opens the send email popup with the invoice already attached and the invoice customer already selected, which saves a lot of setup time.
What Is Filled In Automatically
- Customer selection: The invoice customer is preselected so Work Planner can use the customer's saved email addresses.
- Subject: Starts as Your invoice [reference].
- Message: Starts with a ready-made invoice message that includes the invoice reference and common placeholder variables such as customer name and organisation name.
- Invoice attachment: The invoice PDF is attached automatically.
Choosing the Recipient
If the customer has multiple saved email addresses, the popup lets you choose which one to use. You can also send manually to a typed email address if needed. When Work Planner sends to customer or job selections, it can build individual emails per recipient rather than one generic message to everyone.
Preview
Use the preview option when you want to see the final subject, message, and attached document preview before the email is queued. This is especially helpful if your message uses placeholder variables or the customer has more than one possible email address.
Important Side Effect
Once the invoice email is queued successfully, Work Planner marks the invoice as sent. That means emailing can change the invoice status and sent date even though you never opened the edit popup.
What Emailing Does Not Change
- Invoice totals: Sending the email does not alter the amount due.
- Payments and write-offs: These remain as they were.
- Invoice items: The line items are unchanged; the email flow is only about communication and attachment generation.
Related articles
- Invoice Detail View: Shows where the email button sits.
- Print Flow: Useful when the customer needs a printed or downloadable copy instead.
- Communication Actions: Helpful when you want the wider customer communication context around email and follow-up.