Invoices: How to send and Track Invoice Emails

RoasterTools makes it easy to email invoices to your customers directly from an order. You can view whether an invoice has been sent right from the Orders page.

Invoice Emails - Who gets them and What it Looks Like

You can email an Invoice to a customer.

Who Gets the Invoice

All contacts listed for the customer - primary and additional—will receive the email, no matter the order status (ready, fulfilled, or shipped).

When you add a contact to the customer they will receive invoices when you send them out. They do not have to be invited to the portal in order to receive invoices emailed to them.

What Customers See:

Every invoice email leads with what your customer cares about most: what they owe and when.

1. Header: "Invoice for order #," Balance Due, Order Date and Due Date (and Purchase Order, if there is one)
2. Payment: what's due, how to pay, and every payment and credit already applied
3. Delivery: the Ship Date, plus tracking links when available
4. Products and totals
5. Note (if the order has one)
6. Shipping and billing addresses
7. Questions: your contact info. "Or give us a call" only shows if you have a phone number in your settings.

The invoice PDF is attached. The delivery method name appears on the PDF as Shipping Method.

Below is an example of what the email looks like:

What the Payment section says

The Payment section changes with the order's payment status:

• Unpaid: "Your payment of $X is due on [date]." Then a Pay Now button (if it's on and the customer qualifies) or "Please remit payment to the address below."
• Partially paid: "Your remaining balance of $X is due on [date]. You have paid $X of $X." Then Pay Now or the remit line.
• Payment pending (ACH clearing): The header reads "Balance Due: $X · Payment Pending." The section says the payment has been initiated and is pending, that the balance will update once it clears, and that bank transfers can take 3–5 business days. No remit line. Customers who can sign in get a View Invoice button to check status.
• Paid in full: No Pay Now button. The email shows Payment Received: "Thank you for your payment of $X," plus the Payments & credits list.

Whenever payments or credits exist, a Payments & credits list shows each one with its date, method (credit card or bank last 4, check number) and amount, newest first. It matches the Payments & credits table on the PDF and in the portal.

See examples of each email in this help doc: Invoices: Customers Can Pay from the Pay Now button

How to send an invoice email

You can send invoices individually or in bulk.

Individually send an Invoice:

You can email an invoice to your customer directly from any individual order.

1. Go to Orders and click into the order you want to invoice.
2. Scroll down and click the Email Invoice button.
3. Before you click, hover over the button to see who the invoice will be sent to.
4. Click the button to send. You'll see a confirmation message: "The invoice email is on its way."

Send Many Invoices at Once (In Bulk):

From the order page, you can select multiple invoices to send many invoices at one time.

1. Select the orders you'd like to email an invoice to
2. Select the Batch Action drop down menu
3. Select Email Invoices

Invoice PDF attachments and downloads

When you use Email Invoice, RoasterTools automatically attaches a file named Invoice-[order number].pdf   . This works when you send one invoice from an order and when you send several invoices using Batch Actions → Send Invoices.

The attachment is a snapshot of the invoice at the time it was sent. See example PDF below:

While a bank payment is clearing, the PDF shows PAYMENT PENDING instead of OVERDUE, and lists the pending payment in its Payments & credits table.

If the invoice changes later, resend the invoice or use Download next to Print to create a current copy. Your customers can also download their current invoice PDF from the Billing Portal (if it is enabled on the account).

Viewing invoice history and recipients

Once an invoice has been sent, the order history will show a record of it — including who it was sent to and when.

• The order history entry will say the invoice was sent and list the primary recipient.
• If the invoice was sent to more than one email address, you'll see a link like "and 2 more" — hover over it to see the full list of recipients.
• The timestamp of when the invoice was sent is also included.

Invoice Email tracking on the Orders page

The Orders page includes an Invoice Sent column so you can see at a glance whether an invoice email has been sent for each order.

Here's what each status means:

• ✓ (checkmark) - The invoice has been sent.
• Blank - The invoice has not been sent yet.
• - (Dash) - Unknown. The order was created before invoice tracking started, so we don't have data on whether an invoice was sent. (before Feb 20th, 2026)

Resending an invoice

Need to send the invoice again? No problem — you can resend it at any time from the same order.

1. Go into the order and click the Email Invoice button again.
2. You'll see a note that the invoice was already sent, but you can go ahead and send it again.

Each send will be logged in the order history, so you'll always have a record of every invoice email that went out.

Tips & FAQs

Q: Who receives the invoice email?

A: The invoice goes to the email address(es) associated with that customer's account. You can see exactly who it will be sent to by hovering over the Email Invoice button before clicking.

Q: Can my invoice email include a link to pay?

A: Yes, with Pay Now. See Invoices: Customers can Pay from the Invoice Email (Pay Now Link).

Q: Why doesn't a paid invoice have a Pay Now button?

A: There's nothing left to pay. When an invoice is paid in full, the email shows Payment Received and the payment details instead.

Q: My customer already paid by bank transfer. Why does the balance still show?

A: Bank payments take 3–5 business days to clear. Until then, the balance includes the pending amount (it could still fail), but the email and PDF show "Payment Pending" so your customer knows it's on the way.

Q: Does the PDF update if I change the invoice later?

A: No. The email attachment remains the version that was sent. Resend the invoice or download a new copy to get the current version.

Q: Which emails include the PDF?

A: Only emails sent with Email Invoice, individually or in a batch. Order confirmations, payment requests, and receipts do not include it.

Q: Why do some orders show a ( - ) instead of a checkmark or blank?

A: Invoice tracking started on February 20, 2026. For orders that existed before that date, we don't have data on whether an invoice was previously sent, so they show the ( - ) unknown status.

Q: Can I send an invoice to a different email address?

A: The invoice is sent to the email(s) on file for that customer. You currently can't choose who the email goes to.