# Send an invoice Source: https://help.mucka.ai/invoices/send-an-invoice Category: Invoices Last updated: 2026-09-07 > Email the invoice PDF to the client, send it again whenever you need to, or mark it as sent if you handed it over in person. 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**](/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 {reference}" (e.g. "Invoice INV-0042") - **Body:** a friendly template with the amount and due date - **Attachment:** the PDF, generated fresh on send 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**. 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. 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](/help/invoices/invoice-number-already-used). ## 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. Two invoices share the PDF instead: a **draft**, which isn't a bill yet, and any invoice in a workspace with neither live quotes nor card payments switched on. **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. ## 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**](/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](/help/invoices/record-a-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](/help/invoices/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. - **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](/settings). - **Sent the wrong invoice.** Once an invoice is sent, edit fields are locked. Issue a credit note (coming) or void and re-issue.