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Sending Invoices

After you create an invoice, you can send it to the customer by email, text message, or both. Pulse delivers the invoice using your company's notification templates so customers receive a consistent, branded message every time. You can send from several places in the app depending on your workflow.

Who Can Access This​

RoleAccess Level
AdministratorFull access
Office, Sales, HR Admin, Payroll AdminNo access
note

Sending invoices is limited to Administrators. If you don't see this feature, your role may not have permission. Contact your administrator.

Notification Channels​

Pulse supports two channels for sending invoices:

ChannelWhat the Customer Receives
EmailAn email with the invoice details using your company's invoice email template
Text (SMS)A text message with a link to view the invoice online

You can send by one channel at a time. The system does not require you to send both.

Where You Can Send Invoices​

You can send an invoice from three different places in MaidCentral Pulse. Each location works slightly differently.

From the Invoice Detail Panel​

This gives you the most control. You choose exactly which channel to use.

  1. Open an invoice from the Invoicing workspace, a customer record, or any other entry point.
  2. In the panel header, click the email icon (envelope) to send by email.
  3. Or click the text icon (message bubble) to send by SMS.

On mobile, these buttons appear below the header with text labels reading Email and Text.

Each button sends immediately when clicked. While the message is being delivered, the button shows a spinning indicator. When it finishes, a confirmation message appears:

  • Email: "Invoice has been emailed to the customer."
  • Text: "Invoice link has been texted to the customer."

From a Job Card on the Invoicing Workspace​

On the daily Invoicing page, each job card or table row has a Send action button.

  1. Go to Office > Invoicing.
  2. Find the job you want to send.
  3. Click the Send button on the job card or row.

This sends the invoice by email. The button changes to Sent with a green checkmark when delivery succeeds.

From the Batch Process Queue​

When processing multiple jobs at once, you can include "Send" in the action queue.

  1. On the Invoicing workspace, toggle the Send checkbox for each job you want to notify.
  2. Or click Send All in the global toolbar to add all eligible jobs to the send queue.
  3. Click Process N Jobs to run the batch.

Batch sending delivers invoices by email. The progress dialog shows the result for each job.

Resending an Invoice​

You can resend an invoice that has already been delivered. This is useful when a customer says they did not receive it or when you need to send a reminder.

  • From the Invoice Detail panel, click the email or text icon again. Pulse sends a new notification.
  • From the Invoicing workspace, the Send button remains available after the first send so you can trigger it again.
  • From Batch Invoicing, the Send button on a customer group changes to Resend after the first delivery.

There is no limit on how many times you can resend an invoice.

What Happens Behind the Scenes​

When you click send:

  1. Pulse calls the server with the invoice details and your chosen channel (email, SMS, or both in batch).
  2. The server builds the notification using your company's invoice template.
  3. The message is delivered to the customer's email address or phone number on file.
  4. The result (success or failure) is recorded in the invoice's activity timeline.
  5. The invoice data refreshes so you see the latest status.

The entire process takes a few seconds. You see a confirmation or error message as soon as it completes.

Checking Delivery Status​

Every send attempt is logged in the invoice activity timeline. Open the Invoice Detail panel and scroll to the activity section to see:

DetailWhat It Shows
ChannelWhether it was sent by email or SMS (shows "Sent via email" or "Sent via sms")
TimestampThe date and time the notification was sent
Sent byThe name of the person who triggered the send
Error messageIf the send failed, the error reason appears in red

Use this timeline to verify that a customer received their invoice and to troubleshoot any failed deliveries.

Notification Templates​

Invoice notifications use templates configured in your company settings. To review or update the template:

  1. Go to Settings > Notifications.
  2. Find the Invoice event in the notification list.
  3. Check which channels are enabled (Email, Text, or both).

The email template determines the layout, branding, and content of the invoice email. The SMS template determines the text message wording and invoice link format.

Tips and Best Practices​

  • Send invoices the same day the work is completed so customers receive them while the service is fresh.
  • Use email for detailed invoices and text for quick payment reminders.
  • Check the activity timeline before resending. The customer may have already received the invoice and you can avoid duplicate messages.
  • If you process invoices in bulk, include Send in your batch queue to save time clicking each one individually.
  • Review your notification templates periodically in Settings to make sure the branding and wording are up to date.
  • If a customer reports they did not get the invoice, check that their email address or phone number is correct on their customer record before resending.

Troubleshooting​

What You SeeSolution
Send button is disabledThe invoice must be created first. Create the invoice from the Invoicing workspace, then try sending.
"Customer must be connected to QuickBooks first"The customer does not have a linked QuickBooks record. Connect them from the Invoice Detail panel's QuickBooks section.
"No email address on file for this customer"The customer record does not have an email. Go to the customer detail page and add an email address.
"Failed to send invoice email"Check your email integration settings in Settings > Integrations. The email service may be temporarily unavailable.
"Failed to send invoice text"Check your Twilio/SMS integration settings. The customer may not have a valid phone number.
Customer says they did not receive the invoiceCheck the activity timeline for the send status. If it shows success, the customer should check their spam folder. If it shows an error, fix the issue and resend.
Send appears to work but nothing arrivesVerify the customer's email or phone number. Check Settings > Notifications to confirm the Invoice event has the correct channel enabled.