Email delivery & bookkeeping archive

Two features that cut the post-invoice work to almost zero: direct email delivery to the customer and a one-click bookkeeping archive for your accountant.

Email the invoice to the customer

Right after saving — or any time later from the list — the invoice is sent as a professional email with the PDF attached. The sender is your company; the reply-to is your company email.

Right after creating it (mobile)

1. After signing, the success view shows the invoice number and three buttons: Share, Print and Send by email.
2. Tap Send by email.
3. The customer’s email is suggested if known. You can adjust it.
4. Tap Send. The customer receives the email within seconds.

From the invoice list (web)

1. Open the Invoices page.
2. On the desired row click the envelope icon.
3. Enter the recipient address (or confirm the suggested one).
4. Click Send.

What the customer sees

The email comes from your company. The subject contains the invoice number (“Invoice RG-2026-0042 — Your Company Name”). Attached is the signed PDF with both signatures. A short cover note tells the customer the invoice was created digitally.

Re-sending is allowed

You can send the same invoice multiple times (e.g. if the customer can’t find the first email). The system remembers the most recent recipient address and the date so you can trace when it was last sent.

Bookkeeping archive (ZIP export)

At month-end — or any other period — you can produce a complete bookkeeping archive. It contains everything your accountant needs in one single ZIP:

• All PDFs of the signed invoices in the chosen period, neatly numbered.
• Invoice register CSV — a German Excel summary (semicolon-separated, comma decimal) with invoice number, date, customer, net, VAT, gross, payment status and payment method.
• Number gap check TXT — automatic gap detection as required by German tax rules. Lists all invoice numbers and reports whether the range is gap-free or where numbers are missing.
• README TXT — a short note for the accountant describing the archive layout.

How to produce it

1. Open the Invoices page on the web.
2. Set the date range (e.g. the closed month).
3. Optional: set a customer filter or status filter if you only want a subset.
4. Click Bookkeeping archive (ZIP).
5. While the archive is being built a progress dialog appears. Within a few seconds the download starts automatically.
6. Send the ZIP to your accountant — done.

Saves the monthly prep

The archive replaces the manual searching, renaming and bundling of invoices. Your accountant receives a uniformly named set that can be imported without any prep.

CSV only

If the accountant only needs the summary (e.g. the PDFs already live on a shared drive), click CSV only instead. You get just the invoice register file without the ZIP.

Who needs which permission?

Task	Permission
Send an invoice by email	Medium — bookkeeping, field staff
Export the bookkeeping archive	High — management, bookkeeping
CSV export	Medium — bookkeeping

What to read next

• Managing invoices (web)
• Creating a Quick Invoice on-site
• Recurring contracts