Sending Invoices and Estimates

This article is for Administrators. Learn more about permissions.
If you’re a Regular User, check out our Regular User resources.

Send invoices and estimates, and reminders and thank-yous for invoices, right from Harvest.

Sending Invoices and Estimates

You don’t need to send an invoice or estimate immediately after it’s created. You can save drafts and send later.

  1. Go to Invoices > Overview or Estimates > Overview and click into the invoice or estimate you’d like to send.
  2. Click the Send button.
  3. You’ll then be able to:
    • Change the Send As address. This is the address that will receive emails if your client replies to your invoice or estimate.
    • Choose which recipients the invoice or estimate will go to.
    • Make edits to the email subject or message.
    • For invoices, choose to include a PDF version of the invoice. If you have an online payment gateway enabled, you’ll also be able to choose to include a link to the Web Invoice (see instructions below for including a link to the Web Invoice if online payment is not enabled).
  4. Click Send.

When you send invoices and estimates to your clients via Harvest, the emails will display your name but always come from notifications@harvestapp.com (see this FAQ for more information on why). We set your email address as the reply-to address so that when a client replies, their message will be sent directly to you.

If an invoice or estimate fails to be delivered, Harvest will notify you via email so that you can follow up with your client and resend the invoice. To remove as many potential roadblocks as possible, we recommend that clients add notifications@harvestapp.com to the list of addresses they can receive emails from.

Adding Recipients

When you send an invoice or estimate, you have the option to choose multiple recipients. To add people to the list of recipients, you’ll need to create additional client contacts.

  1. Go to Invoices > Overview or Estimates > Overview and click into the invoice or estimate you’d like to send.
  2. Click the Send button.
  3. Click Add Contact under the list of recipients.
  4. Fill out the form and click Save Contact.

Add invoice or estimate recipient

After you save the contact, they’ll be added to the list of recipients for that client. Check the box next to each recipient you’d like to include.

Note that you can also create contacts from the Clients section of your account. Just head to Manage > Clients and click the + Add Contact button for the client in question.

Web Invoices

Web Invoices allow your client to view their invoice online via a link sent with their invoice. When a client views a Web Invoice, you’ll see a notification in the Invoice History.

If you have Client Dashboards enabled in your account, your clients will find a link to their dashboard on the Web Invoice.

Sending a Web Invoice

If you have an online payment gateway enabled in your account…
There will be a checkbox to include the link to the Web Invoice when you’re sending the invoice.

Web Invoice Checkbox

Keep in mind that if you have online payments enabled for your account, it’s not possible to send a Web Invoice with online payments disabled.

If you do not have a payment gateway enabled but still want your client to be able to view the Web Invoice…
You’ll need to add a link for the Web Invoice to your invoice message. To do that, add the variable %invoice_url% to your message where you want the link to appear. The variable will expand upon sending your invoice.

To set your default invoice message to include that link:

  1. Go to Invoices > Configure > Messages.
  2. Add the %invoice_url% variable to the body of your message.
  3. Click Save Message.

Sending Invoice, Thank-You, and Reminder Messages

You can configure the default Invoice Message, Thank-you Message, and Reminder Message from Invoices > Configure > Messages. 

  • You can edit the Subject and Body of each type of default message here.
  • Under the Reminder Message section, you can set up automatic invoice reminders for late invoices. 
    • To do that, check the box next to Automated Reminder to
  • Under the Thank-you Message section, you can set up automatic thank-you messages for invoices paid online.
    • To do that, check the box next to Automated Reminder to send a thank-you to your client once an invoice is marked as paid after online payment.

You can also manually send one-off invoice reminders and thank-you messages for individual invoices. 

  • To manually send an invoice reminder for a late invoice, go to the individual invoice and click the green Send Reminder button on the top left of the invoice.
  • To manually send a thank-you after an invoice has been paid, navigate to a paid invoice and click the Send Thank-You button on the top left of the invoice.

You can also edit or disable reminders from an individual invoice.

  1. Go to Invoices > Overview, navigate to the invoice, and click it to view it.
  2. You'll see a small clock icon with Email client a reminder once invoice is... in the top left of your screen.
  3. Click the Edit Reminder link at the end of that note.
  4. If you want to remove it, click Remove Reminder button at the bottom right of the module and confirm.

Note: If you update the content of a default Reminder Message under Invoices > Configure > Messages and want it to appear on invoices with reminders already set up, you'll need to remove the existing reminder from the invoice, then re-add it, in order for the next reminder to reflect the new message.

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