Email Integration

Sending Invoices Directly from Flanceflow

Deliver professional PDF invoices, automated payment links, and customized client messages directly from Flanceflow with delivery tracking.

Rather than downloading a PDF invoice to your computer, opening your email app, attaching the file, and writing a cover note manually, Flanceflow lets you dispatch polished, branded invoices to clients in one click. Invoices arrive with an interactive pay button, a PDF attachment, and your personalized message.

Flanceflow Email Invoice Delivery Modal
Send branded invoices directly to clients with custom messaging, CC contacts, and PDF attachments.

How to dispatch an invoice to a client

  1. Navigate to "Invoices" from the main sidebar and click on the invoice you want to deliver.
  2. Review the invoice items, client details, and total calculation in the preview screen.
  3. Click the "Send to Client" button located in the top-right action bar.
  4. In the delivery modal, verify the client’s recipient email address. You can add CC recipients (e.g., client accounting or project managers).
  5. Choose whether to use the default AI-optimized cover template or write a customized subject line and personal body message.
  6. Ensure the "Attach PDF Invoice" checkbox is ticked.
  7. Click "Send Invoice Now". Flanceflow dispatches the email through your connected provider and immediately updates the invoice status to "Sent".

Invoice email components

ComponentDefault formatCustomizable?Client experience
Subject LineInvoice [Number] from [Your Studio Name]YesClear, searchable, and professional in their inbox.
Cover MessagePolite summary with amount and due dateYesWarm and courteous note acknowledging completed milestones.
Pay Online ButtonDirect encrypted link to client portalAutomaticClient clicks to view the invoice and use the configured payment method.
PDF AttachmentHigh-resolution PDF copy of invoiceAutomaticClient accounting team can save directly to company archives.

Best practices for invoice delivery

  • Personal touch: Add a 1-sentence recap of what was achieved during this billing cycle (e.g., "Thanks for your feedback on the mobile prototypes this week!").
  • CC client accounts team: Add `billing@clientcompany.com` or `accounts@clientcompany.com` as CC so payments don’t get stuck in approval queues.
  • Send confirmation: Flanceflow gives you a "Copy Public Link" option right after sending so you can also share the link in Slack, Teams, or WhatsApp.
Was this guide helpful?
👍 Yes 👎 No