Create and send a customer invoice

Creating a new invoice is fast and easy with Key CashFlow℠. Send customers electronic invoices so your customers can pay you electronically.


Create invoice and email to customer

  1. Select Send invoices
  2. Select Create invoice
  3. Enter invoice details
    • Add an attachment - you can add an attachment from your Inbox or your computer and it'll be sent along with the invoice
  4. Select Preview & Send
    • Enter email addresses to send the invoice to, as applicable. We pre-populate the email on the customer's record.
    • Customize the email message if applicable
      1. Select Edit in the Email body
      2. Make any edits
        • Customize your email with tokens - tokens are placeholders that let us know what information to include in an email. We'll automatically replace these tokens with the right information each time you send an invoice
      3. Select Save
  5. Select Send
    • If the customer is connected via the network, the invoice will be sent straight to their account and appear in their To-Do List
    • If the customer isn't connected via the network, the invoice will be sent via email

Create invoice without sending

  1. Select Send invoices
  2. Select Create invoice
  3. Enter Invoice Details
    • Add an attachment - you can add an attachment from your Inbox or your computer and it will be sent along with the invoice
  4. Select Save or Save and new to create another invoice

Your invoice will be saved as a draft.


Send a saved draft invoice

A draft invoice is an invoice that has never been sent. The status shows as Unsent on your invoice list.

  1. Select Send invoices
  2. Select the invoice number to send
  3. Select Send invoice
    • Enter email addresses to send the invoice to, as applicable
    • Customize the email message if applicable
      1. Select Edit in the Email body
      2. Make any edits
        • Customize your email with tokens - tokens are placeholders that let us know what information to include in an email. We'll replace these tokens with the right information each time you send an invoice
      3. Select Save
  4. Select Send
    • If the customer is connected via the network, the invoice will be sent straight to their account and appear in their To-Do List
    • If the customer isn't connected via the network, the invoice will be sent via email

Add a logo to invoices

If you upload a logo to your Key CashFlow account, we'll automatically add it to invoices you send to customers.

  1. Select the gear icon in the top right corner
  2. Select Logo under Your Company
  3. Select Browse or Choose File and locate your logo file
  4. Select Upload

Formats supported The logo image must be in one of the following formats:

  • .jpg
  • .gif
  • .png

Image Size The default image size is 100 pixels (width) by 50 pixels (height). If you upload a larger image, it'll be scaled to the default size. The image provided will have the same aspect ratio (2x wide by 1x high) as the default image to make sure legibility when scaled.


What does my customer receive?

When you send an invoice to your customer, we send 1 separate email to each address in the To field. Any addresses in the CC field will be copied on the email to the main customer contact.

The email will have the subject You have an invoice from {vendor name} due on {due date}, and will include:

  • Invoice #
  • Amount Due
  • Due Date
  • A .pdf version of the invoice
  • Any attachments you added to the invoice
  • A link to either login if they have an existing account, or to create a portal account to pay you

If you are connected to your customer through the network, when you send an invoice, we'll send the email and also create a bill in their account so they can pay you.


customer invoice email


How does my customer pay the invoice?

When you send an invoice, it includes a link for your customer to either login if they have an existing account, or to create a portal account to pay you.
customer invoice email

After they either create a portal account or login to their existing account, they can manage payment methods, manage invoices, and schedule payment depending on their account type.


Things to know

  • We send 1 separate email to each address in the To field, any addresses in the CC field will be copied on the email that's sent to the main customer contact email
  • If you need to add additional information to your invoices, see the Import invoices section on our Import Vendors, Customers and Receivables invoices article.