Resend or Duplicate Invoices
Resend invoices when customers can't find them, or duplicate invoices for repeat work. Handle follow-ups professionally while maintaining accurate records and payment tracking. Never lose revenue to lost emails.
When to Resend vs Duplicate
- 🔄 Resend: Customer lost original email, invoice unchanged
- 📋 Duplicate: Similar work for same customer, new invoice needed
- 📧 Follow-up: Gentle reminder for unpaid invoice
- ✏️ Edit & resend: Minor corrections to existing invoice
- 📄 PDF copy: Customer needs paper version
Resending Existing Invoices
Send the same invoice again without changes:
Quick Resend Method
- Go to Invoices section
- Find invoice to resend
- Click three-dot menu (⋯)
- Select Resend Invoice
- Confirm customer email
- Add optional message
- Click Resend
Detailed Resend Process
- Open invoice details page
- Check invoice status and payment history
- Click Send Invoice button
- Email composer opens with:
- • Customer email pre-filled
- • Subject line includes "(Resent)"
- • Invoice PDF attached
- • Payment link included
- Customize message if needed
- Click Send
- Send history updated automatically
Tip: When resending, add a brief note like "As requested, here's your invoice again" to make it personal and avoid seeming pushy.
Duplicating Invoices
Create new invoices based on existing ones:
When to Duplicate
Repeat Customer Work
Monthly boiler service, quarterly maintenance, or identical repair work. Duplicate saves time entering same services and pricing.
Similar Job for Different Customer
Same type of work for different customer. Duplicate invoice, change customer details, adjust pricing as needed.
Multi-Part Jobs
Large job split into multiple invoices. First invoice for parts, second for labor. Duplicate and modify as needed.
Duplicate Process
- Find invoice to duplicate
- Click Duplicate Invoice
- New invoice created with:
- • Same customer details
- • Same line items and pricing
- • New invoice number
- • Today's date
- • "Draft" status
- Edit details as needed
- Save and send new invoice
Edit and Resend
Make changes to invoices before resending:
Important: You can only edit invoices that haven't been paid. Paid invoices cannot be modified - create a credit note instead.
Editing Unpaid Invoices
- Open invoice to modify
- Check payment status (must be unpaid)
- Click Edit Invoice
- Make necessary changes:
- • Fix typos or descriptions
- • Adjust pricing
- • Add/remove line items
- • Update customer details
- Save changes
- Click Send Invoice
- Customer receives updated version
Version Tracking
- Edit history: See what changed and when
- Version notes: Record why changes were made
- Customer notification: Email explains updates
- Payment links: Updated automatically
Bulk Resending
Send multiple invoices at once:
- Go to Invoices list
- Filter by status (e.g., "Overdue")
- Select multiple invoices (checkbox)
- Click Bulk Actions
- Choose Resend Selected
- Review recipient list
- Add bulk message (optional)
- Click Send All
Bulk Message Example:
"This is a friendly reminder about your outstanding invoice. Please let us know if you have any questions or if there are any issues with payment. Thank you for your business."
Follow-Up Strategies
Professional Follow-Up Schedule
- Day 0: Original invoice sent
- Day 7: Gentle reminder (maybe they missed it)
- Day 14: Second reminder with payment options
- Day 30: Final notice before late fees
- Day 45: Personal phone call to discuss
Follow-Up Message Templates
First Reminder (Friendly)
"Hope you're well! Just wanted to make sure you received our invoice for the recent work. It's attached again for your convenience. Let me know if you have any questions."
Second Reminder (Helpful)
"Following up on the invoice sent two weeks ago. If you're having any issues with payment, please call so we can work something out. We accept card payments online or over the phone."
Final Notice (Professional)
"This invoice is now 30 days overdue. Please arrange payment immediately to avoid late fees being applied. Contact us today to discuss payment arrangements."
Tracking Send History
Monitor when and how often invoices were sent:
Send History Shows:
- 📅 Date sent: When each email was sent
- 👁️ Opened status: If customer viewed email
- 🔗 PDF downloaded: If they saved invoice
- 💳 Payment clicked: If they started payment
- 📱 Device type: Mobile, desktop, or tablet
- 📧 Email delivery: Delivered, bounced, or spam
Alternative Delivery Methods
When email isn't working:
SMS Invoice Links
- Enable SMS in invoice settings
- Click Send via SMS
- Customer receives text with secure link
- Perfect for customers who don't check email
- Higher open rates than email
Paper Copies
- Download invoice PDF
- Print on letterhead (optional)
- Hand deliver or post to customer
- Include payment slip for bank transfers
- Good for elderly customers
Customer Portal Access
- Generate portal link
- Share link via phone or text
- Customer can access all invoices
- Download PDFs themselves
- Make payments online
Troubleshooting
Customer Says They Never Received Invoice
- Check send history to verify delivery
- Ask them to check spam/junk folder
- Verify email address is correct
- Resend to different email if available
- Try SMS or phone call as backup
Invoice PDF Won't Open
- Resend invoice - might be corrupted
- Check customer has PDF reader
- Send link to online version instead
- Provide alternative file format
- Email as plain text if needed
Payment Link Not Working
- Check payment setup is complete
- Verify Stripe connection is active
- Resend invoice to refresh links
- Test payment link yourself first
- Offer alternative payment methods
Can't Edit Invoice
- Check if invoice has been paid
- Verify you have edit permissions
- Create credit note for paid invoices
- Duplicate and create new version
- Contact support if issue persists
Pro Tip: Set up automatic reminders in Settings to handle follow-ups automatically. This ensures no invoices slip through the cracks while maintaining professional communication intervals.
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