Sending Invoices and Documents to Clients and Suppliers by Email, SMS, and WhatsApp
You can send invoices, quotations, and other documents directly to your clients and suppliers from the system via email, SMS, or WhatsApp. This guide explains the available sending methods for each document, what the client receives, how to edit the message and attach files, how to send messages to multiple clients at once, and where to find the log of sent messages.
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Note: To send SMS messages or use the official WhatsApp integration, you must first activate the SMS application and configure the service provider. Email sending works immediately, but we recommend configuring your company’s email through SMTP Settings so that emails are sent from your company’s email address.
Article Contents
- Sending Methods for Each Document
- Sending by Email
- What Does the Client Receive?
- Sending SMS Messages
- Sending via WhatsApp
- Sending to Multiple Clients at Once
- Sent Message Log
- Limits
- Reasons for Sending Failures and Their Solutions
- Frequently Asked Questions
Sending Methods for Each Document
On the document details page, click Send via and select a method. The Email option appears if the client has a registered email address and the document is not a draft. The SMS option appears if the client has a phone number and the SMS application is enabled.
| Document | SMS | ||
|---|---|---|---|
| Sales Invoice | Yes | Yes | Yes |
| Estimate | Yes | Yes | Yes |
| Sales Order, Return Invoice, Credit Note, Debit Note | Yes | — | — |
| Client | Yes (individual and bulk) | Yes (individual and bulk) | Yes |
| Client Statement | Yes, using the Send to Client button | — | — |
| Purchase Invoice, Purchase Order, Purchase Quotation | Yes, using the Send Email to Supplier button | — | — |
| Payment Voucher | Yes, from the print template, then click Send Email | — | — |
| Work Order and Booking | Yes | Booking | Work Order |
Sending by Email
- Open the document, click Send via, and then select Email.
- Select a template, or leave the Default Email Template selected.
- Review the Message Details. The client’s email address appears in the To field. You can add other addresses in CC and BCC, or select Send a copy to my own email (BCC).
- Edit the Subject and message body as needed.
- Under Attachments, select the files you want to attach: the document file (such as Attach Invoice File), Attach Terms and Conditions Files, the document’s attachments, or Attach Another File from your device.
- Click Send.
You can edit the default email templates from Email Templates.
What Does the Client Receive?
- An email formatted according to the selected template, with the document attached as a PDF file.
- A link to view the document online.
- For invoices: an online payment link, if you have enabled electronic payment methods.
- For quotations: a link to accept the quotation.
The links displayed are controlled by template variables, such as {%view_link%}, {%payment_link%}, and {%accept_link%}.
Sending SMS Messages
- Open the document, click Send via, and then select SMS, or click Send SMS.
- The client’s phone number and mobile number appear automatically. Select a template.
- Click Send. The message is sent in the background, and a page displaying the sending status appears.
To configure the SMS provider and templates, see the SMS section in SMS Settings.
Sending via WhatsApp
There are two ways to send messages via WhatsApp:
| WhatsApp Link | WhatsApp Business (Official Integration) | |
|---|---|---|
| How it works | Opens WhatsApp on your device with a pre-filled message addressed to the client’s mobile number. You send the message yourself. | The system sends the message directly from your company’s number using a template approved by WhatsApp. |
| Setup | In Invoice Settings, set Send Invoices via Social Media to Allowed, then select Manage Enabled Social Media Platforms to edit the message text. | In SMS Settings, select WhatsApp as the provider and enter your WhatsApp Business account details. Then create and sync templates from WhatsApp Templates. |
| Client number | The mobile number is used. | The phone number and mobile number are used. |
| Bulk sending | No | Yes, using a synced template |
Sending to Multiple Clients at Once
- From Manage Invoices, select the invoices, then under Actions, select Send to Client for email or Send SMS for text messages. The default template is used without displaying an editing screen.
- From Clients, select the clients and choose Send Email or Send SMS.
- Draft invoices are not sent, and messages are not sent to clients who do not have an email address or phone number.
Sent Message Log
- On the invoice page: the Notification Messages tab.
- On the client page: the Sent Messages tab.
- All email messages: Email Log.
- SMS messages: under SMS Reports in Reports.
Limits
| Limit | Value |
|---|---|
| To / CC / BCC addresses per message | 5 / 3 / 3 |
| Daily email limit on paid plans | 250 messages |
| Daily email limit without SMTP configuration | 100 messages |
| Bulk email to clients | 1,000 clients per batch |
| SMS length | 70 Arabic characters per message. Longer messages are split into segments (160 characters for English). |
Reasons for Sending Failures and Their Solutions
| Displayed Message | Reason | Solution |
|---|---|---|
| The client’s email address has not been entered | The client’s details do not include an email address. | Add the email address to the client’s details. |
| The supplier’s email address has not been entered | The supplier’s details do not include an email address. | Add the email address to the supplier’s details. |
| You can send only 5 emails at a time | More than 5 addresses were entered in the To field. | Reduce the number of addresses or use CC. |
| You can send (number) email messages per day. Please upgrade to send more. | The daily limit has been reached. | Continue sending tomorrow, upgrade your plan, or enable SMTP. |
| You cannot send more than 100 emails per day. | The daily limit applies when SMTP is not configured. | Enable SMTP Settings. |
| Email sending has been disabled for this account. Please contact support. | The system suspended email sending due to suspected spam, such as sending a message to more than 20 addresses. | Contact support or enable SMTP. |
| Email sending failed. Please re-authenticate to continue. | The Gmail or Outlook connection has expired. | Reconnect through SMTP Settings. |
| The Email option does not appear under Send via | The document is a draft, or the client does not have an email address. | Issue the document and add the client’s email address. |
| The SMS option does not appear | The SMS application is not enabled, or the client does not have a phone number. | Enable the application, configure the provider, and add the client’s number. |
Frequently Asked Questions
Can I send an invoice to a client via WhatsApp?
Yes. Enable sending via social media from Invoice Settings. The WhatsApp option will then appear under Send via, opening WhatsApp with a message containing the invoice link.
How can I send an invoice to multiple email addresses?
Add the addresses to the To field (up to 5), or to CC and BCC (up to 3 in each field).
How can I tell whether the client received the invoice?
Check the Notification Messages tab on the invoice or the Email Log.
Why are emails sent from the system’s email address instead of my company’s address?
This happens because SMTP has not been configured. Configure it through SMTP Settings so that emails are sent from your company’s email address.
Can I send a client statement to the client?
Yes. On the client statement page, click Send to Client. The statement is sent directly using the default template, with a PDF file attached.