Send an invoice — email, PDF, or portal link

Open any invoice to find three delivery options in the toolbar. They are not interchangeable — each suits a different client and leaves a different trail.

Send by email

Click Send. Velosiq emails the invoice to your client, rendered in your chosen template, under your business name, with the subject "Invoice {number} from {Your Business}".

  • The client needs an email address on file. The Send button tells you if one is missing; add it on the client's profile.
  • If the invoice was a Draft, sending moves it to Sent automatically.
  • You can re-send at any time. A paid or already-sent invoice keeps its status rather than being reset.

The emailed invoice is built for an inbox rather than for paper — it reflows on a phone, and your logo travels with the message itself rather than being loaded from a server, which is what stops it appearing as a broken image in clients that block remote content.

Download a PDF

Click PDF for a print-ready invoice-{number}.pdf in your template design, complete with a status stamp — PAID, OVERDUE, and so on. This is the one to use for attaching to your own email, printing, posting, or handing to an accountant.

Click Portal link to copy a direct link to this invoice in your client portal. Paste it into a text message, WhatsApp, or whatever channel your client actually reads. They can view, print and — if you have connected Stripe — pay it in their browser, with no account and no login.

Which one should I use?

Email is the default and the right answer most of the time. It keeps the invoice status in sync, leaves a record, and puts a payment link in front of the client.

The portal link is for clients who do not really use email. A tradesperson chasing a domestic customer will get a faster response from a text message with a link than from a third email, and the link does everything the email does.

The PDF is for everything else — your records, your accountant, a client who insists on paper, or a submission portal that wants a file upload.

A practical combination: send by email so the status and history are right, then text the portal link if it goes quiet. The two are the same invoice, so nothing gets duplicated.

If a client says they never received it

Check the invoice activity log first — it records when the invoice was sent and to which address. Most of the time this resolves it in one look: either it went to an old address, or it went to the right one and is sitting in a spam folder. Re-sending after correcting the address is safe and does not change the invoice.

After sending

Track what happens next on the invoice page. Record payments as they arrive, including partial ones. Watch the activity log build a permanent history. And let payment reminders do the chasing on a schedule, so a late invoice is followed up whether or not you remembered to.