Sending Invoices

Once your invoice is ready, you can send it to your customer directly through Topkey or by sharing a link yourself. Either way, sending an invoice moves it from Draft to Open status and makes it available for payment.

Two Ways to Send an Invoice

From the invoice edit screen, click the arrow next to Save & Send Invoice to choose how you want to deliver the invoice.

Option 1: Send by Email (via Topkey)

Topkey sends an email to your customer on your behalf. The email includes a link to view and pay the invoice online.

1. Open the draft invoice you want to send.
2. Click Save & Send Invoice (or select Send by Email from the options).
3. Topkey sends the email to the address on file for the customer and marks the invoice as Open.

The email subject line will read: You have a new invoice from [Your Company Name] – [Invoice Number].

Option 2: Send Manually (Shareable Link)

If you prefer to deliver the invoice yourself — for example, via text message, a separate email, or a client portal — you can generate a shareable link instead.

1. Open the draft invoice you want to send.
2. Click the arrow next to Save & Send Invoice and select the manual send option.
3. Topkey marks the invoice as Open and provides a confirmation with the shareable link.
4. Copy the link and send it to your customer through your preferred channel.

What Happens When You Send

Regardless of which send method you choose:

• The invoice status changes from Draft to Open.
• The invoice is no longer editable. To make changes, you must revert it to Draft using the Make Draft option.
• Your customer can view the invoice, download a PDF, and (if online payment is enabled) pay by card or ACH.

Re-Sending an Invoice Email

If your customer didn't receive the original email, or you need to follow up, you can resend the invoice email from the Open invoice view.

1. Open the invoice (it must be in Open status).
2. Locate the resend option on the invoice detail page.
3. Topkey sends the invoice email again to the customer's email address on file.

What Your Customer Sees

When a customer opens the invoice link, they see a clean, professional invoice layout.

The customer view includes:

• Your company name and contact information at the top
• Invoice details — invoice number, issue date, and due date
• Bill To — the customer's name and email address
• Services & Items — a full breakdown of line items with descriptions, quantities, prices, and amounts, including any associated properties
• Subtotal, Tax, and Total
• Notes section (if a memo was added)
• Invoice status — displayed as a banner at the top (e.g., Invoice status: Open)
• Save PDF button — allows the customer to download the invoice as a PDF
• Payment buttons — Pay by Card and/or Pay by ACH are shown based on the payment options you selected when creating the invoice

Frequently Asked Questions

Can I edit an invoice after sending it? Not directly. Once an invoice is sent, its status changes to Open and it becomes read-only. To make changes, open the invoice and select Make Draft to return it to draft status. Note that this will remove it from the customer's link until you resend.

What if I want to send the invoice to multiple people? Topkey sends the invoice email to the single customer email address on file. If you need to share the invoice with additional recipients, use the manual send option to copy the shareable link and distribute it yourself.

Does the customer need a Topkey account to pay? No. The invoice link takes your customer to a standalone page where they can review and pay the invoice without creating an account or logging in to Topkey.

Questions? Contact Support