Sending Invoices
Once you've created an invoice, sending it to your customer is just a few clicks away. Tourism Accelerator delivers professional invoices directly to your customer's inbox with easy payment options.
Sending a New Invoice
If you selected Save and Send when creating the invoice:
Confirm the recipient's email address
Review the email message (customisable)
Click Send Invoice
The customer receives the invoice within moments
Sending a Draft Invoice
For invoices saved as drafts:
Navigate to Sales > Invoices
Find the invoice in the Drafts tab
Click on the invoice to open it
Review all details
Click Send Invoice
Confirm the email address and send
What Customers Receive
When you send an invoice, customers receive an email containing:
Subject line: "Invoice [INV-0001] from [Your Business Name]"
Email body: A professional message with invoice summary
PDF attachment: The full invoice as a downloadable PDF
Pay Now button: Direct link to pay online (if online payments enabled)
Your contact details: So they can reach you with questions
Customising the Email Message
Add a personal touch to your invoice emails:
Default Message
A standard professional message is used by default. You can customise this in Settings > Invoice Settings > Email Templates.
Per-Invoice Message
To add a custom message to a specific invoice:
Open the invoice
Click Send Invoice
In the email preview, edit the message text
Click Send
Example messages:
"Thank you for choosing [Business Name] for your team building event. Please find your invoice attached. We look forward to hosting your group!"
"Here's your invoice for the upcoming school excursion. Payment is due 7 days before the tour date. Please let us know if you have any questions."
Resending an Invoice
If a customer didn't receive the invoice or needs another copy:
Go to Sales > Invoices
Find and open the invoice
Click Resend Invoice
Confirm or update the email address
Add an optional note (e.g., "As requested, please find your invoice attached")
Click Send
Sending to Multiple Recipients
For invoices that need to go to several people:
Open the invoice
Click Send Invoice
Add additional email addresses in the CC field
Separate multiple addresses with commas
Click Send
All recipients receive the invoice email.
Sending Reminders
For unpaid invoices approaching or past their due date:
Manual Reminders
Open the overdue invoice
Click Send Reminder
A pre-written reminder email appears
Customise if desired
Click Send
Automatic Reminders
Set up automatic reminders in Settings > Invoice Settings:
Before due date: Gentle reminder a few days before
On due date: Reminder that payment is now due
After due date: Follow-up for overdue invoices
Configure timing and frequency to suit your business.
Tracking Sent Invoices
See the communication history for any invoice:
Open the invoice
Click Activity or scroll to the activity log
View when the invoice was:
- Sent - Viewed by the customer - Paid
This helps you know if follow-up is needed.
Online Payment from Invoice
Make it easy for customers to pay:
Enable online payments in Settings > Payments
Invoices include a Pay Now button
Customers click and pay by card
Payment is recorded automatically
You receive a notification
This significantly speeds up payment collection.
Downloading Invoices
You can also download invoices to send manually:
Open the invoice
Click Download PDF
The invoice downloads to your device
Attach to your own email or print if needed
Invoice Email Delivery Issues
If customers aren't receiving invoices:
Check spam folders: Ask customers to check spam/junk
Verify email address: Ensure it's typed correctly
Whitelist your domain: Provide customers with your sending email address to whitelist
Try alternative email: Send to a different address
Download and attach: Send the PDF manually as a last resort
Tips for Effective Invoice Emails
Send promptly: Invoice while the booking is fresh in their mind
Be personal: Use the customer's name and reference their booking
Clear subject lines: Include invoice number and your business name
Make payment easy: Enable online payments for faster collection
Follow up: Don't be shy about sending reminders
Sending in Bulk
For multiple invoices:
Go to Invoices > Drafts or Unpaid
Select invoices using checkboxes
Click Bulk Actions > Send Selected
Review and confirm
All selected invoices are sent
Useful for sending a batch of group booking invoices at once.
Need Help?
If you're having trouble with invoice delivery or want to set up automated reminders, our support team can help configure your settings for smooth invoicing.