Email an Invoice to Your Customer

Last updated: 2026-07-09 Summary:

Email Invoice sends a branded eKapital email with the invoice PDF attached, an optional personal note, a QR code, and a public view-and-pay link.
You must connect an email account in Company Settings first.
Emailing a still-Draft invoice sends it first — posting its journal entry — then delivers it. Every send (and failure) is logged.

Before you start

Connect a sending mailbox under Company Settings → Email. Until you do, eKapital blocks the send with “Please connect an email account in Company Settings before sending emails.”

Send the email

Open the invoice (Accounts Receivable → Invoices → the invoice). Once it is Sent or Overdue, the action bar shows Email Invoice.
Click Email Invoice to open the send dialog. The To field defaults to the customer’s email on file, and the Subject defaults to Invoice <number> from <your company>.
Optionally add a Personal note — a short greeting or context. It is embedded inside the branded template, not sent as a plain-text body; the greeting, amount, due date, link, and branding are added for you.
If your PayMongo gateway is connected and enabled, an Include online payment option checkbox appears (on by default). Leave it checked to add a “Pay online” call-to-action.
Click Send Email.

What eKapital sends

The branded eKapital email shell (not an ad-hoc message).
The invoice PDF attached as Invoice-<number>.pdf.
A QR code and a public view-and-pay link (/public/invoice/{token}) so the customer can open the invoice online with no login. The link is minted automatically when a public base URL is configured.
Your personal note, if you added one.

Whether the customer can actually pay on that page — and the CTA wording — depends on your PayMongo connection. For the full customer-payment story see Send a customer a pay link.

Drafts are sent automatically

If the invoice is still a Draft when the email goes out, eKapital transitions it to Sent first — which posts the revenue and receivable journal entry — and then emails it. You never email an unposted invoice.

Delivery history

Every send is recorded on the invoice under Email History with the recipient, subject, timestamp, and a Sent or Failed status. Use Resend from a history row to open the dialog again if a send failed or the address was wrong.

Where people get tripped up

No Email Invoice button. It appears once the invoice is Sent or Overdue. From a Draft, use Send Invoice (or email it, which sends it for you).
“Email is not configured.” No mailbox is connected — set one up in Company Settings.
No customer email. If the customer record has no email and you leave To blank, the send fails. Enter a recipient address.
Pay button missing on the customer’s page. Emailing works, but online payment needs PayMongo connected. See Connect your PayMongo account.