Once you've got an invoice ready, there are two ways to get it to the client.
Email it via Mucka
This is the standard path. From the Invoices page, find the invoice and tap Send.
On a phone the invoice card doesn't carry that button — there isn't room to word it properly next to the others — so tap the card itself to open the invoice, and Send is in the panel at the bottom. Everything the invoice can do lives there: send, record a payment, chase, edit, share, print, save.
You can also do the whole thing from the job. Open the job you've just finished, raise the invoice off it, and Save & Send opens the same email window — on the computer and on the phone. Invoices already sitting on a job have Send in that panel too, so you never have to go back to the Invoices page to find one.
Either way, Mucka opens an email window with:
- To: the client's email on file (for a company client that's the company email, if you've saved one). If there's no email on the record, the To field is blank and asks you for one. Type it in and the send button wakes up.
- Subject: "Invoice " (e.g. "Invoice INV-0042")
- Body: a friendly template with the amount and due date
- Attachment: the PDF, generated fresh on send
- A link to the invoice online. Every invoice you send carries one. If you take card payments it says Pay this invoice online; if you don't, it says View this invoice online and the page shows your bank details instead. Either way the customer has a page they can open, which is what lets Mucka tell you whether they have — see Has your customer opened it?.
Edit the wording if you want, then tap approve. Mucka sends the email, attaches the PDF, copies you in and flips the invoice status from draft to sent.
See the page before you send it
Next to the attachment in the send window there's Their invoice page and PDF. The first one is the real page, exactly as your customer will open it — your header, your logo, the lines, your bank details, the Pay button if you take cards.
The same two tabs are on the invoice itself, in the panel on the right. You don't have to send anything to look.
Nothing you do in the preview counts: it doesn't show as the customer having opened it, and the Pay button is switched off, so you can't accidentally start a card payment on your own customer's bill.
Send the PDF on its own
Under the attachment there's a switch — Let them pay online (or Let them view it online if you don't take cards). It's on by default. Turn it off and that one email goes out with the PDF and no link.
Worth doing when a commercial customer's accounts department wants a document to file rather than a web page, or when someone's asked you for "just the invoice".
Two things to know:
- It's per send, not a setting. The next invoice goes out with the link again unless you turn it off again.
- The bill is never removed. The PDF is attached either way and your bank details are printed on it, so there's no version of this that leaves someone unable to pay you.
The trade-off is that Mucka can't tell you whether they opened it — there's no page to open. Same as posting it.
Copy the link yourself
If you'd rather send it your own way — a text, WhatsApp, reading it out on the phone — there's Copy link in the ⋯ menu on the invoice row. Drafts and cancelled invoices don't have one.
It's the same link every time for a given invoice, so a customer who gets two chasers doesn't end up wondering whether they're being billed twice.
If the invoice is attached to a job, that job moves to Invoice Sent at the same time, so your Jobs list shows what has been billed without you labelling it. A job you have already flagged with a payment problem stays where it is.
The job keeps up with the invoice after that, too:
- When the invoice is paid in full, a finished job moves on to Completed, however the payment came in: typed in, paid by card, or picked up from your accounts package. If the job has more than one invoice, it waits until they're all paid.
- If you invoiced before the job was marked done, tapping Done won't leave it at To Invoice. It goes to Invoice Sent, or straight to Completed if the customer has already paid.
- A deposit isn't the bill. A paid deposit on its own leaves a finished job at To Invoice, because the balance still needs invoicing.
- A job that isn't finished yet stays where it is, even if the customer paid up front. And a job you've flagged with Payment Issues, or moved to one of your own statuses, is never moved for you.
If you have an accounts package connected, Mucka checks the invoice number first. If Xero, QuickBooks or FreeAgent already has one with that number, the send stops and offers you a free number instead, so the invoice actually reaches your books. See That number is already used in your accounts software.
Send it again
Send doesn't disappear once an invoice has gone out. It changes to Resend, and it stays there for the life of the invoice — sent, part paid, overdue, even paid. So when a customer says they never got it, or asks for a copy of one they've already settled, you send it again from the same button. The only invoice that stops offering it is one you've voided.
It says Send until an email has genuinely gone out and Resend afterwards, and it works that out from whether Mucka actually sent one — not from the status. So an invoice you marked as sent by hand still correctly offers Send, because as far as anyone knows the customer has never had it.
Resending doesn't move the due date. Your original terms stand, and neither does it change where the invoice has got to: send a paid invoice and it still reads paid, send a late one and it still reads overdue. Sending is you giving the customer a copy, not a statement about the money — only recording a payment moves that.
If you'd rather not email it at all — the customer wants it on WhatsApp, say — open the invoice and use Share. That opens your phone's own share menu.
What it hands over is the page the customer can pay on, not a PDF, so they can settle it from their phone there and then instead of reading a number and going to find their card later.
And if the job started life as a live quote, Share sends that same link they've had since you priced it — the one they accepted on — which now shows the invoice and its Pay button at the bottom. They don't get a second link. That matters more than it sounds: a new web address arriving out of nowhere asking for money is exactly what people are told to be suspicious of, and a customer who's been reading the same page all job just carries on where they left off.
Only two invoices share the PDF instead: a draft, which isn't a bill yet, and one you've voided. Save PDF is always there if the file is what you're after.
Or ask Mucka
If you'd rather not click through:
"Send the Walker invoice."
Mucka prepares the same email and shows it for you to approve. One tap to send.
The approval card appears in the chat, underneath Mucka's reply, whether you typed it or said it out loud — on a phone that's the bar at the bottom you've been talking in, so there's nothing to open to find it. Tap Send, or just say yes — "send it" does the same as the button. It stays in the chat rather than turning up in your Actions list as well, because you asked for it and you're looking at it. Nothing goes to the customer until you say so.
On a phone call, saying yes is the send. There's no screen to put a card on when you've rung Mucka, so instead it reads the invoice back to you before anything goes anywhere — who it's going to, what it's for and what it comes to — and it spells the address out letter by letter if it's one you've only just given it. Say "yes" or "send it" and it goes there and then. It won't take "sure" or "ok" as your answer, and if you change anything it reads the lot back again. Same on WhatsApp.
Recording a payment on a call works the same way, with one more thing read back: which invoice it goes against and what that leaves owing, since that's the part you can't see. Say yes and it's recorded there and then.
Mark as posted (you sent it yourself)
Some customers have no email address, so the invoice gets printed and put in the post. Others you hand a copy to on site. Either way the invoice has genuinely gone out — but it sits in Mucka as a Draft, because as far as Mucka knows nothing has left the building.
Open the invoice's ⋯ menu and choose Mark as posted. One tap, nothing to fill in.
It reads Posted - unpaid afterwards rather than "Sent", on purpose: for these customers there's usually no email address on file at all, so "sent" would be claiming something that never happened.
Marking it posted does everything issuing an invoice normally does:
- The payment terms start from today, not from the day you drafted it. Thirty days means thirty days from when it actually went out.
- The job moves on to invoice-sent, so the job list agrees with the invoice list.
- It stops being a draft in your accounts software. This one matters and it's easy to miss: a Mucka draft lands in Xero or FreeAgent as a draft, and a draft sits outside your sales ledger and outside your VAT return. Marking it posted pushes it across properly.
- Chasing and overdue tracking start working, because Mucka now knows when the clock started.
You'll only see the option on a draft. Once an invoice has been issued there's nothing left to mark, and a cancelled invoice can't be posted at all — we've formally withdrawn it.
If you're looking for a way to set the status to "Sent" by hand, there isn't one any more, and that's deliberate. It used to be possible, and it meant an invoice could sit there reading "Sent" having emailed absolutely nobody — which is how invoices go unpaid for months. Mark as posted says what actually happened instead.
If you draft one and never send it
It happens: you raise the invoice, get distracted, and it sits there. From the job's side it looks invoiced. From the customer's side no bill was ever issued, and nobody notices until somebody wonders why it hasn't been paid.
A day after you raise a draft that's still unsent, Mucka puts a card in Actions telling you which invoice it is, who it's for, how much and how long it's been sitting. What the card offers depends on what Mucka has:
- If you've got an email on the client's record, the card says Send it — one tap and Mucka emails the invoice exactly as it would above, PDF attached.
- If there's no email on file, the card gives you a box to put one in. Type the address and the button changes to Save & send: Mucka saves it to the client's record so you're never asked again, then emails the invoice. Leave the box empty and the button stays Mark as sent — for when you've already handed the invoice over yourself. Mucka won't claim to have emailed a customer it has no address for.
Either way, your payment terms start from the day it actually goes out — not the day you drafted it.
If you're deliberately sitting on a draft (waiting on materials, or a stage that hasn't happened yet), dismiss the card and Mucka leaves that invoice alone.
What the client sees
Your client receives a clean branded email with:
- Your business name, logo and signature
- A short message confirming the invoice details
- The PDF attachment
The PDF includes your business details, their billing details, line items, totals, VAT breakdown, due date and your payment instructions (bank details, accepted methods).
How clients pay
Payment is manual at the moment. Clients pay by:
- Bank transfer to the details on the invoice
- Card or cash if you collect on the next visit
- Cheque (rare, but it happens)
You then Record the payment when it lands so Mucka knows what's been settled.
If you've connected Stripe, the invoice email and the PDF both carry a Pay this invoice online link, and the client can pay by card, Apple Pay or Google Pay in about thirty seconds. The payment records itself, so there's nothing for you to type in afterwards. See Take card payments to switch it on.
Without Stripe connected, collection and recording are both manual.
Common gotchas
- Client has no email on file. The email window still opens, with the To field empty. Type an address in and the send button wakes up. Once it's gone, Mucka asks whether to remember that address on the client's record, so you only ever type it once.
- Mucka won't email an address it doesn't know. It only emails an address saved on one of your clients or team members, so nobody can use your account to send to a stranger. If you ask Mucka to send to an address that isn't saved anywhere (say a supplier's branch contact you've just read out), it asks whether to save it on the client first, then gets the email ready. If a send is ever turned down for this, the card tells you which address and what to do.
- Spam folder. First invoice to a new client sometimes lands in junk. Worth a heads-up text the first time.
- Attachment too big. Mucka keeps PDFs lightweight automatically. If your logo file is 10MB, swap it for a web-sized one in Settings.
- Sent the wrong invoice. Once an invoice is sent, edit fields are locked. Issue a credit note (coming) or void and re-issue.