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Email Invoicing

Send invoices, estimates, credit memos, and vendor credits by email directly from AllMy Ledger. The PDF is attached automatically. You can use your own email account (Gmail or any SMTP provider) or the built-in email service that works with your license.

Three ways to send. Use your Gmail account, connect any SMTP email provider, or use the built-in AllMy email service with no setup beyond your business name.

Setting Up Email

Before you can send emails, connect an email account in Preferences:

  1. Go to Preferences and find the Email section
  2. Click Set Up Email to open the setup wizard
  3. Choose a sending method: Built-in Email, Gmail, or Other Email Provider
  4. Enter the required details (see below)
  5. Test the connection and you're done
Email settings in Preferences showing connected status, send delay, and template list

Sending Methods

Built-in Email (AllMy service)

The simplest option. Emails are sent from [email protected] with your business name as the display name. Replies go to the email address you specify during setup.

  • No SMTP credentials needed
  • Requires an active (non-trial) license
  • Up to 100 emails per day
  • Setup: just enter your business name and reply-to email address
Built-in Email setup showing From name and Reply-to email fields

Gmail

Send from your own Gmail address. Emails appear in your Gmail Sent folder. Requires an app-specific password (not your regular Gmail password).

  1. In your Google account, go to Security and enable 2-Step Verification (if not already on)
  2. Go to App Passwords and generate a new password for AllMy Ledger
  3. In the setup wizard, enter your Gmail address and the app-specific password

The SMTP server (smtp.gmail.com:587) is filled in automatically.

Other Email Provider (SMTP)

Connect any email provider that supports SMTP: Yahoo, iCloud, Outlook, corporate email, or your own mail server.

  • SMTP server and port (check your provider's documentation)
  • Encryption: TLS, STARTTLS, or none
  • Username and password
  • From name and From email (optional, defaults to your username)

SMTP passwords are encrypted using your operating system's keychain (macOS Keychain, Windows Credential Manager, or Linux Secret Service). If your system doesn't have a keychain available, the wizard shows a warning.

Sending an Email

There are two ways to email a document:

From the detail view

  1. Open any invoice, estimate, credit memo, or vendor credit
  2. Click the Email button
  3. Review and edit the email, then click Send

When creating an invoice

The invoice form has an Email to customer checkbox (checked by default if the customer has an email address on file). When you save the invoice, the send dialog opens automatically.

The Send Dialog

When you click Email, a dialog opens with these fields:

  • To: Pre-filled from the customer's email. You can change it.
  • CC / BCC: Optional. Click to expand, enter comma-separated addresses.
  • Subject: Pre-filled from the template with merge fields resolved (e.g., "Invoice INV-0042 from Bright Pixel Studio"). Editable.
  • Template: Choose which email template to use. Changing the template replaces the subject and body.
  • Body: Rich text editor with bold, italic, lists, links, and merge field chips. Fully editable before sending.
  • Attachment: The PDF is generated and attached automatically. You'll see the filename listed (e.g., "Invoice-INV-0042.pdf").

Click Preview to see how the email will look on desktop and mobile before sending.

Send email dialog with To field, subject, rich text body with merge fields resolved, and PDF attachment

Undo Send

After you click Send, a toast notification appears with a countdown and a Cancel button. The email is held for a configurable delay (default: 10 seconds) before it actually sends. Click Cancel to stop it and reopen the compose dialog.

To change the delay, go to Preferences > Email and adjust the Send delay setting. You can set it anywhere from 5 to 30 seconds, or turn it off entirely by setting it to 0.

Email Templates

AllMy Ledger includes a default template for each document type (Invoice, Estimate, Credit Memo, Vendor Credit). You can edit these or create your own.

Managing templates

Go to Preferences > Email and scroll to the Templates section. From here you can:

  • Edit any template's subject and body
  • Duplicate a template to create variations
  • Set a default template per document type
  • Delete templates you don't need (you can't delete the last template for a document type)

Merge fields

Merge fields are placeholders that get replaced with real data when the email is sent. Insert them from the toolbar dropdown in the template editor.

Field Replaced with
{ClientName}Customer or vendor company name
{ContactName}Contact person's name
{InvoiceNumber}Invoice number (e.g., INV-0042)
{AmountDue}Total amount due
{DueDate}Payment due date
{IssueDate}Document date
{CompanyName}Your company name
{CompanyEmail}Your company email
{CompanyPhone}Your company phone
{CompanyAddress}Your company address

Estimates use {EstimateNumber}, credit memos use {CreditMemoNumber}, and vendor credits use {VendorCreditNumber} instead of {InvoiceNumber}. The template editor only shows fields relevant to the document type.

Email Activity Log

Every document tracks its email history. Open any invoice, estimate, or credit memo and scroll to the Email History section to see:

  • When it was emailed and to whom
  • The delivery status (delivered, failed, cancelled)
  • Error messages if the send failed

Click Resend on any log entry to reopen the compose dialog with the same content. If you resend to the same recipient within 7 days, you'll see a warning (in case it was accidental).

Invoice detail view showing Email History section with delivery status

Changing Your Email Account

To switch to a different email account or method, go to Preferences > Email and click Disconnect. Then run the setup wizard again with your new account.

Troubleshooting

"Connection failed" during SMTP setup

Double-check your SMTP server address, port, and encryption setting. Common causes:

  • Wrong port (try 587 for STARTTLS, 465 for TLS, 25 for unencrypted)
  • Firewall or antivirus blocking the connection
  • Incorrect username or password

Gmail says "app password required"

Gmail requires an app-specific password when 2-Step Verification is enabled. Your regular Google password won't work. Generate one at myaccount.google.com/apppasswords.

"Encryption not available" warning

SMTP passwords are encrypted using your OS keychain. If no keychain is available (uncommon on modern systems), the wizard will warn you. On Linux, make sure you have a Secret Service provider installed (GNOME Keyring or KWallet).

Built-in Email says "license required"

The built-in email service requires an active (non-trial) license. Purchase a license or use Gmail/SMTP instead.

"Rate limit exceeded" with built-in email

The built-in service allows up to 100 emails per day. If you need to send more, connect your own Gmail or SMTP account instead, which has higher limits.

What Email Invoicing Doesn't Do

  • Custom invoice PDF templates or logos (the PDF uses the standard format)
  • Online payment links (Stripe, PayPal, etc.) in emails
  • Batch sending to multiple customers at once
  • Scheduled sends at a specific date and time
  • Read receipts or open tracking
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