Schedule a send

Email an invoice or quotation at a time you choose, in a time zone you choose, and change or cancel it before it goes.

Schedule an invoice or a quotation to be emailed at a time you choose. Bookmaker sends it then, as it stands when you scheduled it, and stops to ask you if anything has changed in between.

Before you start#

Scheduling needs a role that can edit documents: owner, admin, accountant, sales or operations.
The same documents can be scheduled as can be sent: invoices, quotations, estimates and the other types that are sent by email. Delivery notes, waybills and packing lists are not.

Schedule it#

Open the document and choose Send.
Under When, choose Schedule send.
Enter the Date, the Time and the Time zone. The zone starts as your device's. The line underneath repeats what you chose in full, for example "Will be sent on Tue, 20 Oct 2026 at 09:00 (Africa/Lagos, UTC+01:00), in 3 days".
Check To, add a CC or a Message, and choose whether to attach the PDF, exactly as for sending now.
Read the Email preview: the subject, who it goes to, and what it contains.
Choose Schedule send.

The Send Invoice dialog with Schedule send chosen: a date, a time and a time zone, a line stating when it will be sent, the recipient, and an email preview with the subject and contents — The line under the time zone states the day, time and zone in full. Check it before you schedule.

You can schedule up to 12 months ahead. Scheduling a document does not send anything and does not change its status.

Time zones and clock changes#

The date and time are read in the time zone you choose, wherever you or your customer are. Every screen shows that zone next to the time.

On a day when the clocks change, two times are unusual:

A time that does not exist, because the clocks go forward over it. The document is sent at the next valid time: 02:30 becomes 03:30.
A time that happens twice, because the clocks go back. The document is sent the first time.

The dialog tells you when either applies to the time you entered.

See what is scheduled#

The Scheduled card on the document shows the time, who it goes to and whether the PDF is attached. The Scheduled page in the navigation lists every send, reminder and recurring invoice that is waiting; search it by document number or customer, or filter it by kind.

The Scheduled page on its Upcoming tab, listing two scheduled sends with the document, the customer, the date and time with its time zone, a Scheduled status, and Send now and Cancel buttons — Upcoming lists what is waiting, soonest first, each in the time zone it was scheduled in.

Change it#

On the document's Scheduled card:

To	Choose
Send it straight away, to the same people with the same message	Send now
Move it to another time, keeping the recipients and message	Reschedule
Change the recipients or the message	Send, then Schedule send again. This replaces the schedule.
Not send it	Cancel send

The scheduled send on a quotation's page: Send to customer, a Scheduled status, the date, time and time zone, the recipient, a note that nothing has been sent yet, and Send now, Reschedule and Cancel send buttons — The Scheduled card on the document shows what is waiting and lets you send it now, move it or cancel it.

A document has one scheduled send at a time. Scheduling it again changes the one it has.

Choosing Send and Send now while a send is scheduled cancels the scheduled one, so the document goes out once. The dialog says so before you send.

If the document changes first#

The send is for the document as you saw it. If its content is changed before the scheduled time (a line, a price, a date, the customer), the send stops and shows Needs your review. Open the document, check it, then choose Confirm and send as it is now, Reschedule or Cancel send.

Recording a payment, or the draft being issued, is not a change to the content and does not stop the send.

The send is also stopped, with the reason shown, when:

What happened	What Bookmaker does
The document was voided, cancelled, declined or expired	Cancels the send
The document was discarded	Cancels the send
The time passed while Bookmaker was unavailable, by more than 12 hours	Holds the send for you. Nothing is sent late without you.
The person who scheduled it can no longer send documents	Holds the send for someone who can to confirm

What the statuses mean#

Status	Meaning
Scheduled	Waiting for its time. Nothing has been sent.
In progress	Being sent now.
Accepted by the email provider	The email service took the message. This is the last thing Bookmaker can know; it is not proof that the message reached the inbox.
Needs your review	Stopped, waiting for you. The reason is shown.
Delivery could not be confirmed	The email service did not answer, so the email may or may not have gone out. Check with the recipient before sending again.
Failed	Not sent. The reason is shown.
Cancelled	Not sent, on purpose. The reason is shown.

If the email service is briefly unavailable, Bookmaker tries again a few times over several minutes before reporting Failed.

Last reviewed 13 October 2026