PDF, central invoice branding and invoice email

Step by step

1. 1Open Settings and choose Invoice branding. An owner or manager chooses the font, accent colour and optional local PNG or JPEG logo for the whole administration here. A viewer can inspect the current settings. There are no separate logo, font or colour choices per document.
2. 2The central logo is kept as a private file; the database stores only its reference. A new logo replaces the current one. Previously downloaded or sent PDFs do not change.
3. 3Optionally enter an account number or IBAN under Payment instructions. The account holder is optional and is not filled in automatically. An account number alone is enough to show payment instructions for the current outstanding amount in the document currency. Without a due date, only the date part is omitted. Fully paid invoices, quotations and credit notes show no payment instructions.
4. 4Newly generated invoice PDFs use the current central payment details, including previously created invoices. Previously downloaded or sent PDFs do not change.
5. 5Saving invoice branding too often in quick succession produces a wait message. Keep the form open; your input and selected logo are retained. Retry later.
6. 6Choose Document language and note in the draft, quotation, invoice or credit note. Then download the PDF to inspect the result. Every newly generated PDF uses the current central branding, including previously created documents. Previously downloaded or sent PDFs do not change. Branding changes do not change the invoice number, amounts or accounting entries; no historical PDF archive is kept.
7. 7Have an owner or manager configure Invoice email under Settings with a sender name, sender address and your provider’s SMTP details. Only public mail servers with encryption from the start of the connection are supported: implicit TLS, usually port 465. Ask the provider for suitable settings.
8. 8Re-enter the SMTP password when changing the server or port. The password is stored encrypted. Saving sends no test email and does not test the connection. There is no fallback to a platform mail server; account and security email remain separate.
9. 9Open Send invoice email or Send quotation email. Check the prefilled contact address and optionally change it for this message without changing the contact. The sending request keeps the chosen address. The provider receives the message, recipient and PDF attachment; check its privacy and retention policy.
10. 10Review recent sending requests and refresh their status if needed. Sent means the mail server accepted the message, not that the inbox received it. If the outcome is uncertain, check with the provider before starting a new request. An uncertain send is never retried automatically.

What is on the screen?

• Central invoice branding: logo, accent colour and font
• Optional account number or IBAN and account holder
• Document language and note for each document
• Sender, optional reply-to address and SMTP settings
• Recipient address per message and recent sending status

What happens next?

A download or send does not create another accounting entry. Nothing is sent without a supported and correctly configured mail connection. You can still download the PDF separately when the document is complete enough.

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