You can finalize and send invoices to multiple clients at once. Instead of processing each invoice individually, you can select a group of invoices, prepare them, compose the email, and send everything in a single operation. This saves time for finance and reception staff during regular billing cycles.
You can start this flow from two places:
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The Invoices list — to send invoices for multiple clients at once.
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A client's page — to send invoices for a single client.
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Make sure client email addresses are recorded in the system before sending.
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Only finalized invoices can be sent. You can finalize draft invoices as part of this flow.
You can access the Send as email button from two places:
From the Invoices list:
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Go to Records > Invoices.
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Use the filters or the search field to narrow the list to the invoices you want to process.
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Click a row to select an invoice. The actions toolbar appears at the bottom of the page. To add more invoices to your selection, click additional rows, or select "Select all on page" or "Select all" to include all invoices across all pages.
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In the toolbar, select Actions > Send as email.
From a client's page:
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Open the client's page.
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Go to Billing > Invoices.
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Select the invoices you want to send.
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Select Actions > Send as email.
Your selected invoices appear in the Ready group. These are finalized invoices that can be sent.
If your selection includes draft invoices, a Needs to be finalized group also appears. Draft invoices must be finalized before they can be sent.
If all selected invoices are already finalized, you can proceed directly to the next step.
If the Needs to be finalized section contains draft invoices you want to include:
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Select the checkbox next to each draft invoice you want to finalize, or select Finalize all draft invoices to select all of them. The status of each selected invoice updates to show Draft → Finalized.
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Select Continue. A confirmation dialog opens.
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Review the confirmation. The dialog shows how many invoices will be finalized and warns that finalized invoices cannot be changed back to draft. If any invoices cannot be finalized, click Show invoices that can't be finalized to see the reason. You can navigate to those invoices to resolve any issues before retrying.
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Select Finalize and continue to proceed.
To open a client record or review an invoice, select the client name or invoice number. Each link opens in a new tab.
If your selection includes invoices for clients with alternative VAT rates, the following notice is shown: "If the selected invoices include client types with alternative VAT rates, those rates will be applied automatically." No action is needed — the correct rates are applied automatically during finalization.
Note
If any clients in your selection do not have an email address, they are flagged before sending. Those invoices are excluded from sending.
Choose what to include in each client email. The following options are available:
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Allow client to give feedback
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Payment receipts as attachment
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Invoice/receipt as attachment
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Include consultation & patient history
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Include treatment overview
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Include discharge instructions
Note that the Include discharge instructions option does not affect counter sale invoices or consolidated invoices.
Select Continue.
Select the sender, then enter the subject line and email body for the message that will be sent to clients.
To use a saved template, select + Add email template, find the template you want to use, and select Add. The template text is added to the email body.
Select Continue.
Review the summary before sending, including:
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The clients the email will be sent to, with their email addresses and the invoices included for each client
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The sender
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The details and attachments selected
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The subject line and email body
If anything needs to be changed, select Back to return to the relevant step.
When you are ready, select Send email. A confirmation message is shown when the emails have been sent successfully.
One email is sent per client, combining all invoices and selected attachments into a single message.
Once the emails have been sent, each invoice is marked as Sent in the Invoices list, with the date and time recorded in the Sent column.
You can view the email that was sent on the client's Communication tab.
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