Once a proposal has been accepted, Ignition will automatically generate invoices in your connected Xero or QuickBooks account.

And, if you're using Ignition Payments, the invoice will also be marked as paid as soon as the disbursal/payout reaches your bank account.

When a new invoice is created or paid, you can choose to automatically send an email to the client.

To use Invoice emails, you must have Xero or QuickBooks connected to your Ignition account.

To use Payment Receipt emails, you must be using Ignition Payments.

The emails will go to Recipients specified in a client's Email preferences tab.

Any recipient emails will need to be added as a contact under the Details tab of the client in Ignition. Then you can select the recipients who will receive a copy in the Email preferences tab. Recipients for invoice emails can also include additional contacts beyond the primary one, providing flexibility in tailoring invoice delivery as per client preferences.

Please note: There must be at least one email recipient as a requirement.

To ensure invoices are routed correctly, it's crucial to update the primary and additional contact details under the Details tab.

While Ignition's settings have a spot for Acceptance Email Notification, that is only to add additional email addresses to receive acceptance emails. Note that anytime a proposal is accepted, the following people are default recipients and will always receive the email.

*This cannot be disabled.

To enable emails by default for all future invoices and collected payments, visit Settings (in the left-hand menu), and then find the section called Client Emails.

Choose which emails you would like to send and click Update Settings.

The emails that each client receives can also be customized.

Open the client in Ignition and go to the Edit Client → Email Preferences. You'll then be able to choose custom email settings just for the client you're viewing and click Save Client when you're done.

When the invoice is emailed to your client, Ignition will automatically mark it as "Sent" in Xero.

It's worth noting that Ignition will authorize the invoice in Xero in order to mark it as sent, if the invoice hasn't already been authorized.

On the Professional, Scale, Pro & Pro+ plan, your emails will include your logo and branding colour. Your client will receive an email that looks like this:
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On the Starter & Core plan, your emails will use the Ignition branded template. Your client will receive an email that looks like this:
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Invoice emails include the invoice PDF as an attachment. The PDF comes from your accounting software, or from Ignition if your Invoice PDF setting is set to Ignition.

Learn more about Ignition-generated invoice PDFs.

The PDF invoice is only attached to Invoice emails. It will not be attached to Payment Receipt emails to minimise client confusion.

This is useful if you use receipt software like Dext, Hubdoc, Expensify...etc which can automate and extrapolate information from emails and attachments.

Simply navigate to a client record → Details tab → add the required email in the Contacts section → select the additional emails in the Recipient tab.

If payment is already scheduled with a payment method then this is clearly shown:

A payment receipt email confirms the payment and includes a summary of the invoice, such as the services and amounts paid.

If you'd like to test client emails, you can create a test client using your own email address, enable emails and build a test proposal.

If the payment was done via credit card, the client will receive the payment receipt (email) the moment the card is charged.
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For direct debit, the client will receive the payment receipt email as soon as Ignition receives confirmation that the payment has been successfully taken out from the client's account (that is, between 3-5 business days).

"Upcoming Payment" notification emails cannot be disabled as it is a requirement in the UK for legal compliancy. These compulsory notifications also do not get logged in the invoice activity and cannot be turned off through the settings described above.

When your Invoice PDF setting is set to Accounting software, Ignition doesn't add a View Invoice button to payment receipt emails. The invoice in your accounting software stays unpaid until the payout reaches your bank account, so linking to it from a receipt that says "Paid" confused clients.

The receipt still shows the invoice details, including the services and amounts.

If your clients need the invoice PDF, turn on Invoice emails so the invoice is sent separately. If a client uses custom settings in their Email preferences tab, turn Invoice emails on there too, because account-level settings don't apply to that client.

To resend invoices in bulk, go to Invoices → Paid (or Unpaid), select the invoices, and click Send.