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Sending Invoices

Learn how to send invoices via email, download PDFs, and manage invoice delivery in billli.

4 min readUpdated January 27, 2026

Once you've created an invoice, billli offers multiple ways to deliver it to your clients. This guide covers sending options, email customization, and delivery best practices.

Sending Options

billli provides three ways to deliver invoices:

  1. Email directly - Send from billli to your client's inbox
  2. Download PDF - Save and send manually
  3. Copy link - Share a web-accessible invoice

Sending via Email

The fastest way to deliver invoices:

Create or Open Invoice

Create a new invoice or open an existing draft.

Click Send

Click the Send button in the top right.

Verify Recipient

Confirm the email address is correct.

Customize Message (Optional)

Add a personal message to the email.

Send

Click Send to deliver the invoice.

What Your Client Receives

Clients receive an email containing:

  • Your custom message (if added)
  • Invoice summary (number, amount, due date)
  • PDF attachment with QR-Bill
  • Link to view invoice online

Emails are sent from noreply@billli.ch. Ask clients to add this address to their contacts to avoid spam filters.

Email Customization

Default Message

Set a default email message in Settings → Invoices:

Please find attached invoice {invoice_number} for {amount}.

Payment is due by {due_date}.

Thank you for your business!

Per-Invoice Messages

Add custom messages when sending:

  • Thank the client for a specific project
  • Mention upcoming work
  • Note any payment arrangements

Available Variables

Use these placeholders in your messages:

  • {invoice_number} - Invoice reference
  • {amount} - Total amount due
  • {due_date} - Payment due date
  • {client_name} - Client's company name

Downloading PDFs

To download an invoice PDF:

  1. Open the invoice
  2. Click Download or the download icon
  3. The PDF saves to your device

PDF Contents

Every billli PDF includes:

  • Professional invoice header with your branding
  • Complete line item breakdown
  • VAT summary (if applicable)
  • Swiss QR-Bill payment slip (A6 format)

PDFs are print-ready. The QR-Bill section includes perforation guides for easy separation.

Invoice Status

After sending, invoices are tracked by status:

StatusMeaning
DraftNot yet sent
SentDelivered to client
ViewedClient opened the email/link
PaidPayment received
OverduePast due date, unpaid

Sending Reminders

For unpaid invoices, you can send payment reminders:

Open Overdue Invoice

Find the invoice in your invoice list (filter by "Overdue").

Click Send Reminder

Click Send Reminder in the invoice actions.

Customize Message

Adjust the reminder message if needed.

Send

The client receives a reminder with the original invoice attached.

Be professional with reminders. Start with a gentle reminder, then escalate tone if necessary.

Delivery Best Practices

Timing

  • Monday-Wednesday: Best days for invoice delivery
  • Morning: Invoices sent before 10 AM get faster responses
  • Avoid Fridays: Invoices may be forgotten over the weekend

Follow-Up Schedule

Suggested reminder schedule:

  1. Day of due date - Gentle reminder
  2. 7 days overdue - Second reminder
  3. 14 days overdue - Firm reminder
  4. 30+ days - Consider phone call or formal notice

Email Subject Lines

billli uses clear, professional subject lines:

  • "Invoice INV-2026-0042 from Your Company"
  • "Payment Reminder: Invoice INV-2026-0042"

Troubleshooting

Email Not Received

If a client says they didn't receive the invoice:

  1. Check the email address is correct
  2. Ask them to check spam/junk folders
  3. Resend the invoice
  4. As a backup, download and send manually

Attachment Issues

If the PDF doesn't open:

  • Ensure client has a PDF reader
  • Try sending a download link instead
  • Check file isn't blocked by their email security

Next Steps