Send a document
Email a document with its link and PDF, send reminders, and see which documents cannot be sent and why.
Send a document to your customer by email straight from Bookmaker. The email carries a link to view the document online and, unless you choose otherwise, the PDF attached. Bookmaker records when it went out and when the customer first opened it.
Before you start#
- Sending needs a role that can edit documents: owner, admin, accountant, sales or operations.
- Delivery notes, waybills and packing lists travel with the goods and are not sent by email.
Send it#
- Open the document and choose Send. On the Documents list, the same action is in each row's menu.
- Check To. It starts with the customer's email address. Separate several addresses with commas.
- Choose + Add CC to copy someone in, and add an optional Message to show above the document summary.
- Keep Attach the document as a PDF ticked to attach the file, or untick it to send only the link.
- Tick Send me a copy to receive the same email.
- Choose Send.
The email's subject is the document type, number and your organization's name, for example "Invoice INV-1042 from Acme Ltd". Its button reads Review quotation for quotations and estimates, and View invoice for everything else. You can send to up to five addresses and copy up to five more.
Send it later#
Where scheduling is switched on for your workspace, the dialog on a document's own page starts with When: Send now or Schedule send. Choose Schedule send, enter the date, the time and the time zone, and the document is emailed then, to the same people with the same message.
A scheduled document is sent as it stood when you scheduled it. If it is changed first, the send stops and asks you to review it. Schedule a send covers changing, cancelling and what each status means.
If a send is already scheduled for a document, sending it now cancels the scheduled one, so the customer gets it once. On the document's own page the dialog says so before you send.
What changes after sending#
- The document's status moves to Sent, if that is a step its lifecycle allows. Sending again, for a reminder, leaves the status as it is.
- The Delivery card on the document lists every send, with the address, date and time, and whether it was Sent, Queued, Unconfirmed or Failed. Unconfirmed means the email service did not answer in time, so the email may have gone out.
- When the customer opens the link, the status moves to Viewed. A paid or accepted document never moves back to Viewed.
If the PDF cannot be produced at that moment, the email still goes out with the link, so your customer can always open the document.
Documents that cannot be sent#
On the document page the Send button is not shown, and in the Documents list's row menu Send is greyed out with the reason, when a document is:
| Status | Why |
|---|---|
| Void or Cancelled | It is no longer valid. |
| Rejected | The customer declined it. Reopen it before sending again. |
| Expired | Update its validity before sending it again. |
| Converted | The quotation has already become an invoice. |
Overdue and paid invoices can be sent again, for a reminder or a copy for the customer's records.
Send reminders#
To chase an overdue invoice, send it again with a short Message, such as "A reminder that this invoice was due on 12 March. Payment details are below." The customer gets the same link and PDF, and the Delivery card records the reminder.
To have reminders sent for you, before and after the due date, with the amount still owed filled in, see Payment reminders. A reminder you send by hand counts toward the gap between automatic ones, so the customer is not written to twice close together.
What your customer sees shows the page behind the link.
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