How to Send an Invoice in FreeAgent

Introduction

FreeAgent makes sending invoices simple and professional, with options to email directly to your client, download as a PDF, or include a secure online payment link so you get paid faster. As your expert FreeAgent Gold accountant in Manchester, we’ve created this guide to walk you through every method so you can choose the best way to deliver your invoice and keep your cash flow healthy.

Before you begin: You’ll need to have created and finalised your invoice first. If you haven’t created it yet, follow our ‘How to Raise an Invoice in FreeAgent guide’. We’ve created these resources to help you every step of the way.

Step by Step Guide

Step 1 — Locate Your Invoice

Log in to FreeAgent and navigate to:

Work → Invoicing

You’ll see a list of all your invoices. Find the invoice you wish to send, it will typically show a status of Draft or Ready to Send. Click on the invoice to open it.

Then click the green Add new Invoice button (top-right corner).

---

Step 2 — Preview the Invoice

Before sending, take a moment to preview exactly what your customer will receive:

• Check the invoice date, number, and due date
• Verify customer name and address
• Confirm line-item descriptions, quantities, rates, VAT, and totals

Ensure payment instructions / bank details are included

KEY TIP. This is your final check, once sent, invoices should not be edited (issue a Credit Note instead if corrections are needed). See our guide on raising a credit note.

---

Step 3 — Choose How to Send

You have three main options for delivering your invoice:

Option A.

Send by Email Directly from FreeAgent

This is the fastest and most professional method.

• Scroll down and change items such as Invoice Date, Payment terms and enter any additional text. Please note invoice reference is prepopulated by the software.

Click Send by Email (top of the invoice screen)

Confirm the recipient email address, this pulls from the Contact record, but you can edit it

Customise the email subject and message if needed, FreeAgent provides a professional default template

Include online payment button? If you’ve set up Stripe, PayPal, or GoCardless, tick the box to add a secure payment link, your customer can pay instantly by card

Click Send Invoice

Your customer receives a clear email with the invoice attached as a PDF, plus a payment button if enabled. The invoice status automatically updates to Sent in FreeAgent.

---

Option B

Save as PDF to Attach Manually

If you prefer to send from your own email or print a copy:

Click Save as PDF on the invoice screen

FreeAgent generates a professional PDF invoice and downloads it to your device

Attach the PDF to your own email and send it

Important: Return to FreeAgent → click Mark as Sent from the Actions menu, this ensures the invoice appears correctly in your accounts and reports

---

Option C

Share a Payment Link Only

If you want to send just a secure link where your customer can view and pay online:

From the invoice screen, look for the Online Payments panel

Select Share Payment Link

Copy the link and send it to your customer via email, message, or WhatsApp

Your customer clicks through to view the invoice and pay securely by card

---

Step 4 — Confirm the Invoice Status

Once delivered, your invoice status updates in FreeAgent. Here’s what each status means:

Status Table

Status	What It Means
Draft	Created but not yet sent, still editable
Sent	Invoice has been emailed or marked as sent, awaiting payment
Viewed	Customer has opened / viewed the invoice
Payment Processing	Customer has paid; funds are being processed
Paid	Payment received and recorded
Overdue	Due date passed, payment not yet received

If you’ve connected your bank feed, FreeAgent can automatically match incoming payments to your invoices and mark them as Paid for you.

---

Step 5 — What Happens Next & Automatic Reminders

Once your invoice is sent:

FreeAgent can automatically chase overdue invoices for you

Set this up in Settings → Email Reminders, choose when and how often to send polite follow-ups

When your customer pays, you’ll receive a confirmation email from FreeAgent

Payments made via Stripe, PayPal, or GoCardless will show a Payment Processing status until funds clear

---

Sending an Invoice, Mobile App Version

Open the FreeAgent app → tap Invoicing

Tap the invoice you wish to send

Tap Send by Email or Download PDF

Confirm recipient email and edit message if needed

Tap Send Invoice

Quick Checklist Before You Send

 Invoice number, date, and due date correct?

 Customer details accurate?

 All line items, VAT, and totals verified?

 Payment instructions / bank details included?

 Email address confirmed?

 Online payment option enabled (if desired)?

 Will you send from FreeAgent or manually as PDF?

---

Pro Tips from Accounting Solutions Manchester

Always Mark as Sent: If you save as PDF and email manually, remember to Mark as Sent in FreeAgent, otherwise it stays in Draft and won’t appear in your accounts or overdue reports.

Set Email Templates: Customise your default invoice email in Settings → Email Templates so every invoice goes out with your preferred wording automatically.

Enable Online Payments: Invoices get paid up to 17 days faster on average when you include a card payment button. Connect Stripe, PayPal, or GoCardless in Settings → Connections.

Need Help? We’re your FreeAgent Accredited Partner. If you’d like assistance setting up invoice emails, payment links, or automated reminders, get in touch, we’re here to help!

---

Frequently Asked Questions

Q: Can I edit an invoice after sending it?

A: Best practice is, Draft = editable; Sent = do NOT edit. If you need to correct something after sending, issue a Credit Note for the original and create a corrected new invoice, this keeps your audit trail clean and tax-compliant.

Q: My customer didn’t receive the invoice, what should I do?

A: Check their spam/junk folder first. Return to the invoice → click Send by Email again → verify the email address → re-send. Alternatively, download as PDF and attach manually.

Q: How do I know when the invoice has been paid?

A: The invoice status changes to Paid in FreeAgent. You’ll also receive a confirmation email. If your bank feed is connected, payment matches automatically.

Q: Can I send the invoice to multiple people?

A: Yes, in the email dialogue, separate email addresses with a comma. Set up CC defaults per customer in their Contact record too.

---