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Download or email invoice PDFs

3 min readBusiness

You can download a PDF copy of an invoice from the invoice list or preview, and you can prepare an email draft for a submitted invoice. The PDF reflects the invoice you opened, while the email flow opens a draft message that you review before sending; there is no delivered-message guarantee from the send screen.

Before you start

  • You must be able to open the invoice list or an invoice preview in the invoice workspace.
  • To send an invoice email, the invoice must be submitted and you must have write access in the workspace.
  • If your workspace is connected to a specific ledger, make sure you are viewing the correct invoice in that same workspace context.

Download an invoice PDF

Use this when you want a PDF copy of an invoice for review, filing, or sharing outside the app. The download opens the invoice as a PDF in a new browser tab or window.

  1. Open the invoice list and locate the invoice you want.
  2. Select the invoice row to open the preview, or choose View from the row actions.View
  3. In the preview, select Download PDF.Download PDF
  4. If you are using the list row actions, you can also select Download PDF from the row.Download PDF

Expected result: the invoice opens as a PDF in a new tab or window. No invoice data is changed.

Send an invoice by email

Use this when you want Finanly to prepare an email draft for a submitted invoice. The app opens a message draft with the invoice number, amount, subject, and body that you can edit before sending.

  1. Open the invoice preview for a submitted invoice.
  2. Select Send Email.Send Email
  3. Review the draft fields: To, CC, BCC, Subject, and Message.
  4. Enter at least one recipient in To.
  5. Adjust the subject and message if needed.
  6. Select Send Email again in the dialog to send the message.Send Email

Expected result: the email workflow opens with a draft message. Sending requires at least one To recipient. The app does not confirm delivery here; it only shows whether the send request was accepted.

What the invoice PDF and email contain

  • The PDF uses the current invoice number and invoice type.
  • The email draft is prefilled from the invoice preview when you open Send Email.
  • The To field is required before you can send.
  • CC and BCC are optional.
  • The message body is a draft you can edit before sending.

If the invoice is posted, the preview shows the current invoice details you are reviewing. If the invoice is still a draft, use the preview to review it before you send or submit anything.

If you cannot download or email the invoice

  • If Download PDF does nothing, reopen the preview and try again.
  • If Send Email is disabled or unavailable, check that the invoice is submitted and that you have write access.
  • If the email dialog shows an error, correct the recipient field or message and try again.
  • If you close the email dialog, nothing is sent and you can reopen it from the invoice preview.

If you need to review a saved invoice after a submit step, reopen the invoice from the list and use the preview to check its current state before taking another action.

Updated

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