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Email, SMS or print sales

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The quickest way to get your invoices in front of your customers is via email. But you can also download PDFs of your invoices that you can save or print. You can do this when you create the invoice, or any time afterwards.

You can also email or print multiple invoices at once. This is great if you use recurring invoices or if you like to send your invoices in a batch on a particular day of the week.

Emailing an invoice

You can email an invoice directly from MYOB Business at the time you create it, or you can send it later. If you prefer to send your invoices in a batch, you can send multiple invoices at once.

Using online invoice payments?

If you use online invoice payments, you can send your customer an SMS notification when you email them an invoice. See the steps in 'Sending an invoice link via SMS', below.

Email an invoice at the time you create it

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When you email an invoice, it'll be sent directly from MYOB and a PDF of the invoice will be attached to the email. The email also has a link to view the invoice online. If you've set up online invoice payments, customers will be able to make an immediate payment—straight from the online invoice.

Send an online invoice link

If you don't want to email the invoice directly from MYOB, just click View PDF > Copy Link and send the copied link however you like. Learn more...

  1. If you haven't already, create the invoice.

  2. From the Share menu, click Email invoice.

    From the Share menu, click Email invoice

  3. In the Email settings popup, enter a From name and a Reply-to-email address (if you haven't already set these up in Sales settings) and click Save.

  4. If an email address has been saved for the customer, it appears in the Send To field, but you can add one or change it if needed.

  5. If you want to email the invoice to additional recipients, click ⨁ Email or ⨁ CC to enter additional recipients.

    Add CC email address to a customer

    You can also add a CC email address to the customer's details — see Adding customers.

  6. If you want to email a copy of the invoice to yourself, select the option Email me a copy. The customer will not be able to see this information.

  7. If required, change the text in the Subject and message fields. Click Manage default settings to change your email defaults.

  8. Select Attach invoice PDF to attach a PDF of the invoice to the email. If you'd If you'd like to attach additional files (total size of uploaded documents can't exceed 25MB):

    • click and drag files onto the Email invoice window

    • click browse for files and select files to upload

    • to remove an attachment, click the remove  icon next to it.

  9. Choose the PDF template that'll be used if the customer prints or downloads their invoice as a PDF. Click Preview to see what it'll look like. (You can set up your sales templates in Sales settings.)

  10. When you're ready, click Send.

    Email invoice preview

If you open the invoice again, the Activity history (at the bottom of the invoice) shows the invoice has been Emailed. This activity will also show when the customer has viewed the email.

Email multiple invoices

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You can send invoices to several customers at the same time.

  1. Go to the Sales menu > Invoices to open the Invoices page.

  2. Select one or more invoices to email.

  3. Click the Email button.

    Can't see the Email button?

    You need to select one or more invoices to make it appear.

    MYOB Business checks that each customer has an email address. If they don't, you'll see a message and a warning icon next to the invoice:

    Example warning showing one or more customers does not have an email address

    To add the email address:

    1. Click the name of the customer to open their record.

    2. Enter an email address in the Email field and click Save.

    3. Refresh the Invoices page and repeat from step 2.

  4. Enter your email Subject and Message.

  5. Choose the Invoice template that'll be used if the customer prints or downloads their invoice as a PDF. Click Customise template to set up your sales templates.

  6. Click Send invoices to email the invoices.

Printing an invoice

You can print an invoice at the time you create, which is handy if you want to check how it will look for the customer. You can also print multiple invoices later. When you print an invoice, it appears in a new browser tab. From there you can print it using the print function in your browser.

Print an invoice at the time you create it

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  1. If you haven't already, create the invoice or open an existing invoice (Sales menu > Invoices > click to open the invoice). Need help finding an invoice?

  2. From the Share menu, click Print PDF.

    From the Share menu, click Print PDF

  3. Choose the PDF Template that'll be used for the PDF. Templates define the look and feel of your invoice PDFs. (You can set up your sales templates in Sales settings.)

  4. Click Preview to open a preview of the invoice PDF in a new tab.

  5. Click Print. A PDF of the invoice appears in a new browser tab. From here you can print the invoice using the print icon in your browser.

    Example PDF invoice shown in a web browser with the print button highlighted

Send an online invoice link

Make it easier for your customers to view and pay your invoices by sending them an online invoice link. From the Share menu, click Copy link and send it to them however you like. Learn more...

Print multiple invoices

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Not available in AccountRight browser. If you use AccountRight, you can print multiple invoices in your AccountRight desktop software

You can generate PDFs for multiple invoices at the same time, which you can then save or print.

  1. Go to the Sales menu > Invoices to open the Invoices page.

  2. Select one or more invoices to email.

  3. Click the Print PDF button. If you can't see the Print PDF button, make sure you've selected at least one invoice. Also, this button isn't available for AccountRight files accessed in a web browser.

    Example Invoices page with 3 invoices selected and print PDF button highlighted
  4. Choose the invoice template that'll be used for the PDF. Templates define the look and feel of your invoice PDFs. Find out how to set up your sales templates.

Your invoice PDFs appear in a new browser tab. From here you can download or print the invoices using the icons in your browser.

Downloading an invoice

If you need to save an invoice for your records, share it or attach it to an email, you can download the invoice as a PDF.

Download a PDF invoice

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  1. If you haven't already, create the invoice or open an existing invoice (Sales menu > Invoices > click to open the invoice). Need help finding an invoice?

  2. From the Share menu, click Download PDF.

    From the Share menu click Download PDF

  3. Choose the PDF Template that'll be used for the PDF. Templates define the look and feel of your invoice PDFs. (You can set up your sales templates in Sales settings.)

  4. Click Preview to open a preview of the invoice PDF in a new browser tab.

  5. Click Download. A PDF of the invoice is downloaded to your computer (check your Downloads folder). From here you can save the PDF for your records, attach it to an email or print it.

Australia only - when set up for online invoice payments

Another way of getting an invoice in front of your customer is to send them an invoice link via SMS. You can do this when you email an invoice or you can send an SMS link on its own.

Send an invoice link via SMS when you email an invoice

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When you email an invoice, you can also choose to send a link to the online invoice via SMS. When the customer clicks the link in the SMS message, it'll open their online invoice in a web browser.

  1. If you haven't already, create the invoice. If it's an existing invoice, go to Sales > Invoices and click the invoice to open it. Help me find the invoice.

  2. From the Share menu, click Email invoice.

    click Email from the Share menu

  3. Confirm the customer's email address, subject and message.

  4. Select the Send SMS option.

    Email an invoice with SMS option selected and highlighted

  5. Choose the customer's Mobile number (if it has been entered into the customer's contact record) or enter a valid mobile number here.

  6. Choose the PDF template that'll be used if the customer prints or downloads their invoice as a PDF. Click Preview to see what it'll look like. (You can set up your sales templates in Sales settings.)

  7. When you're ready, click Send.

Send an invoice link via SMS separately

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  1. From the Share menu, choose SMS invoice.

    From the Share menu, choose SMS invoice

  2. On the SMS invoice page, the Send to field will show the customer's mobile number (if it has been entered in their contact record). If there isn't a mobile number or you want to change it, you can enter it here.

    SMS invoice page

    If you need to view the contact's details, click View contact to open the contact in a separate browser tab.

  3. Choose the PDF template that'll be used if the customer prints or downloads their invoice as a PDF. Click Preview to see what it'll look like. (You can set up your sales templates in Sales settings.)

  4. When you're ready, click Send.

Provide a receipt

If a customer has paid you via online invoice payments, they receive an email notification that they have paid. In their online invoice, the Pay Now button changes to View Receipt – they can click this to view or download the receipt. Otherwise, when a customer makes a payment, you can provide them a copy of the invoice (showing the payment) as a receipt.

FAQs

How do I change the default email message?

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Set up your email defaults in the invoice and quote settings (click the settings menu (⚙️) > Sales settings > Email defaults tab).

For all the details see Set up default emails.

What do emailed (online) invoices look like to my customers?

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The email your customers receive will have a View invoice button. When they click it, they'll see the invoice details and options to download a PDF of the invoice or print it. This is also what they'll see if you've sent them a link to an online invoice.

If you've also set up online invoice payments (Australia only), your customer will also be able to click Pay now in the online invoice to make a payment.

Arrow leading from the view invoice button to an example online invoice

What phone numbers can I send an invoice SMS to?

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You can send an SMS with a link to the online invoice to any valid mobile phone number. When you select the Send SMS option in the Email invoice window, you'll be able to choose any mobile phone numbers stored in the customer's billing or shipping address, or key in a number yourself:

Mobile number field when you email an invoice

Manually entered numbers

If you key in an SMS number, it won't be added to the customer. You'll need to update the customer if you want to retain this number.

Can I change the SMS message text?

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No, the SMS message template is fixed and can't be changed.

Can I send an invoice SMS without sending an email?

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Yes, go to the Share menu and choose SMS invoice. Choose what phone number to send it to and the PDF template to use and then click Send.

Can I send multiple invoice SMS messages at a time?

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No, you can only send SMS message for a single invoice at a time.

You can resend an email and SMS for an invoice – go to the Sales menu > Invoices, click the number of the invoice you want to message and choose SMS link from the Share menu. Click Send on the SMS invoice page.

What are the terms and conditions for sending sales via SMS?

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When you send a customer an SMS with a link to the invoice, this is sent via SMSGlobal. You can read SMSGlobal's Terms and Conditions here.