Creating an invoice is only half the job. Getting it in front of your client quickly and professionally is what actually gets you paid.
SemaQuote delivers invoices via email with a secure link to your branded client portal. Let's explore how to use it effectively.
Before You Hit Send
Take a quick moment to verify these details. A little double-checking now saves awkward corrections later:
- Client contact info: Is the email address correct?
- Line items and amounts: Do quantities and pricing look right?
- Due date: Is the payment deadline appropriate for this client and project?
- Your business details: Is your company name and contact info current in settings?
Once you send an invoice, it moves from Draft to Sent status. Your client receives their copy, and while you can still record payments, editing the invoice requires more consideration since they've already seen the original.
Sending Your Invoice via Email
Email is the standard delivery method, and for good reason. It works well for most situations and gives clients a permanent record they can easily reference.
How to Send
1. Open Your Invoice
Navigate to the invoice you want to send from your Invoices list.
2. Tap "Send Invoice"
You'll find this button in the action bar at the top of the invoice detail screen.
3. Preview What Your Client Will See
SemaQuote shows you exactly what the client will receive, including your branding and a summary of the invoice. Take a second to review it.
4. Confirm and Send
Tap send. Your client receives the invoice within seconds.
What Your Client Gets
Your client receives a professional email that includes:
- A clear subject line with your business name and invoice number
- A summary showing the total amount due and the due date
- A prominent "View Invoice" button that opens their secure client portal
- Your contact information in case they have questions
The email is designed to be scannable. Your client can see the key details at a glance, then click through for the full breakdown.
Resending Invoices When Needed
Life happens. Clients lose emails. Sometimes you just need to send the invoice again.
When Resending Makes Sense
- Your client says they never received it
- The original email bounced or landed in spam
- You want to send a friendly reminder as the due date approaches
- The client requests a fresh copy for their records
There's no penalty for resending. SemaQuote tracks every delivery attempt, so you'll have a complete record.
How to Resend
- Open the invoice (it should be in Sent or Overdue status)
- Tap "Resend Invoice"
- Confirm and send
Pro Tip: If an invoice went to spam, ask your client to mark your emails as safe so future invoices land in their inbox.
The Client Portal Experience
When your client clicks the link in your email, they land on a secure, branded portal page designed just for them. Here's what they can do:
- View the complete invoice with all line items
- See any previous payments you've recorded
- Check the remaining balance
- Download a PDF copy for their records
The portal is fully mobile-friendly, so clients can view invoices and make decisions on any device, anytime.
Tracking When Clients View Your Invoice
One of the most valuable features in SemaQuote is knowing when clients actually look at your invoices. While we can't see exactly what they do on the page, knowing they've opened it gives you real insight into where things stand.
How to Check View Status
On the invoice detail screen, look for the "Viewed" indicator. If your client has opened the invoice through the portal, you'll see when that happened.
This information helps you decide your next move:
| Scenario | What to Do |
|---|---|
| Sent 3 days ago, never viewed | Consider resending or calling |
| Viewed but not paid | They've seen it, give them a day or two |
| Viewed multiple times | They're interested but maybe have questions, reach out |
| Viewed and paid quickly | Great client, note that for future reference |
Tips for Getting Paid Faster
Send Promptly
Don't let invoices sit in draft status. The sooner you send, the sooner you get paid. Aim to send invoices within 24 hours of completing work while the value is still fresh in your client's mind.
Add a Personal Touch
SemaQuote's default messages are professional, but a brief personal note can strengthen relationships. Something simple like "Thanks for the opportunity to work on your kitchen!" shows you value the relationship beyond just the transaction.
Follow Up Strategically
If you haven't heard back a week after sending, a polite resend with a brief "just checking in" message is completely appropriate. Check out the Invoice Statuses guide to understand when invoices become overdue and your options for handling collections.
What's Next?
Once your invoice is sent, you'll want to stay on top of its status. Head over to the Invoice Statuses guide to learn how invoices move through the payment lifecycle and when to take action on overdue bills.
Related Articles
- Creating Invoices - Build invoices from scratch or convert quotes
- Understanding Invoice Statuses - Track your invoice from sent to paid
- Recording Payments - Mark invoices as paid when money arrives