Sending invoices by email in AccBooks AI

Overview

AccBooks emails invoices directly to customers with a PDF attachment and optional online payment link — all from within the platform, with delivery tracking.

Sending an invoice

1. Create or open an invoice.
2. Click Send.
3. The send dialog shows:
   • To — the customer’s email (from their contact record; you can add more addresses).
   • CC — optional additional recipients.
   • Subject — pre-filled (e.g., “Invoice INV-0123 from Acme Ltd — £2,500.00”).
   • Message — a customisable email body.
   • Attach PDF — enabled by default.
   • Include payment link — enabled by default if you have a payment method configured.
4. Click Send invoice.

Customising the email template

Go to Settings → Sales → Email template to customise the default email body. You can use merge tags:

• {{customer_name}} — recipient’s name
• {{invoice_number}} — the invoice number
• {{invoice_amount}} — total amount due
• {{due_date}} — payment due date
• {{company_name}} — your company name

Example default message:

“Dear {{customer_name}},

Please find attached invoice {{invoice_number}} for {{invoice_amount}}, due on {{due_date}}.

You can pay online by clicking the button below. If you have any questions, please don’t hesitate to get in touch.

Thank you for your business.”

Payment links

When you include a payment link, AccBooks generates a unique URL that takes the customer to a secure payment page where they can pay by:

• Credit or debit card
• Open Banking (instant bank transfer)

Payments are matched to the invoice automatically. The customer receives a payment confirmation email.

Configure accepted payment methods under Settings → Sales → Payment methods.

Tracking delivery

AccBooks tracks the status of every emailed invoice:

Status	Meaning
Sent	Email dispatched successfully
Delivered	Email accepted by the recipient’s mail server
Opened	Customer opened the email
Clicked	Customer clicked the payment link
Bounced	Email rejected — check the email address
Invoice paid	Payment received after email

Click any invoice and open the History tab to see the full delivery timeline.

Automatic reminders

Set up payment reminders to be sent automatically:

1. Go to Settings → Sales → Payment reminders.
2. Add reminder rules:
   • 3 days before due: “Just a reminder”
   • On due date: “Payment due today”
   • 7 days overdue: “Payment overdue”
   • 21 days overdue: “Final reminder”
3. Customise each reminder’s email subject and body.
4. Reminders send automatically and stop when the invoice is paid.

BCC your own email

Under Settings → Sales → Send settings, add your own email as a BCC recipient. Every invoice email is copied to you automatically — useful for keeping a record in your own email client.

Sending from your own domain

By default, AccBooks sends from [email protected] with your company name in the from field. To send from your own domain (e.g., [email protected]):

1. Go to Settings → Sales → Sending domain.
2. Follow the DNS setup instructions to add SPF and DKIM records.
3. Verify the domain.
4. Select it as your sending domain.

Your customers see your own email address in the From field, improving open rates and brand trust.

Batch sending

To send multiple invoices at once:

1. Go to Invoices and select the invoices you want to send (checkboxes).
2. Click Send selected.
3. Each invoice is emailed to its respective customer individually.

Batch sending is useful at month-end when you send all your retainer invoices at once.