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Sending invoices

Open an invoice and click Send (or Resend if it's gone out before). You can also send straight from the wizard with Create & Send, or from the paper-plane icon on any row of the invoices list.

The send dialog​

  • To — pre-filled with the client's billing contacts. Multiple addresses are fine, comma-separated.
  • CC — optional extra recipients.
  • Subject and Message — pre-filled from your default templates in Invoice settings, with variables like the invoice number, total, and due date already filled in.

The invoice PDF is generated and attached automatically — there's nothing to remember. Click Send.

The email is written in the client's language and uses their date format, both set on the client record. A draft that's sent for the first time moves to Sent status.

If you deliver invoices some other way — handed over in person, sent through a portal — use Mark as Sent on a draft instead, so the status stays accurate without an email going out.

Knowing when your invoice is opened​

Invoice emails include open tracking. When the client opens the message, the invoice's status changes from Sent to Viewed (a purple badge), an "Invoice viewed" event lands in the activity trail, and — if you have the Invoice Viewed notification enabled — you get a push or email alert.

Open tracking relies on the recipient's mail client loading images, so it can't catch every open. Treat "Viewed" as confirmation, not its absence as proof the client hasn't looked.

The activity trail​

Every invoice keeps an append-only Activity timeline on its detail page: created, sent (or marked as sent), emailed (with the recipient address), viewed by the client, payments recorded or deleted, edits (with the changed fields listed), PDF downloads and prints from the detail page, automatic reminders sent, a bounce or spam complaint on the email, creation from a recurring invoice, and cancellation. Each event is timestamped.

Nothing in the trail can be edited or removed, which makes it a reliable answer to "when exactly did I send that?"

Following up​

Two Pro features take the follow-up off your plate: automatic overdue reminders email the client on a cadence once the due date passes, and recurring invoices draft the next invoice for you on a schedule.

Branding on the free plan and on Pro​

On the free plan, invoice PDFs carry a small "Powered by Gigtime" footer and emails go out with Gigtime's default sender. Pro removes the footer and white-labels the email: your logo, your brand color, your business name as the sender. Pro can also send invoice emails from your own address via a custom email domain. Both are included in the 30-day trial (Free vs Pro).