Send invoices by email

Norman emails your invoice to your client, with the PDF attached. You can do this when you save the invoice or later from the invoice view. Sending invoices by email is part of the paid plans. You can send quotes on every plan. Before you send your first invoice, verify your email address. On a paid plan it is verified automatically.

Send an issued invoice

1. Open the invoice in the list.
2. In the sidebar or in the row menu, choose Send invoice by email.
3. Check To, Subject and Message.
4. On the right, Email shows exactly the email your client gets. PDF shows the attachment.
5. Click Send.

If Norman cannot send the email, for example because the address is wrong, Norman names the reason. Your text stays, and you can correct it and send again.

A draft does not have this action. Issue it first. You send cancellation invoices, credit notes and delivery notes the same way with Send by email, and quotes with Send quote by email.

Send when you save

1. Create the invoice as usual and click Next.
2. On the last step, switch on the Send to your client card.
3. Check the recipient under To, the Subject and the Message.
4. Click Save and send.

If your client has no email address yet, Norman tells you on the last step. Click Add email address. Under To you can also enter another address, for this invoice only. To add more recipients, for example your client's accounting team, click CC and enter them, separated by commas. For a recurring invoice, they get every invoice of the series.

While the card is on, Save as draft is not available. Norman never sends a draft.

Your text as a template

Norman fills in the subject and message in the invoice's language, not in the language of your interface. If you saved your own template, Norman uses it. Otherwise Norman uses its default text.

• When you change the subject or message while sending, Save as default appears. One click keeps the text as the template for this kind of document in this language.
• Under Invoices → Settings → Emails → Templates you see and edit all templates: for invoices, quotes, cancellation invoices, credit notes, delivery notes and each step of the payment reminders. Choose the Language at the top: German or English. Restore the default text brings back Norman's text.

If you do not save it as default, the changed text applies to that email only.

Variables in the text

Type # in the subject or the message to insert a variable. When the email goes out, Norman fills in the invoice's values:

• Invoice number
• Client name
• Company name: the name of your business
• Invoice amount, for example "€1,190.00" on an English invoice
• Open amount: what is still to be paid
• Invoice due date and Invoice issued date, for example "15 Oct 2026"
• Full name: your name

Norman writes amounts and dates the way the invoice's language writes them. Recurring invoices also have placeholders for the period, for example {month}. Read Set up recurring invoices.

What your client receives

• The email comes from "Your company name via Norman". When your client replies, the reply goes to the email address on your invoice.
• Your logo is at the top, then your message and a summary with the amount, the due date and your bank details.
• When online payment is on for the invoice, the email has Pay now. With it, your client pays right away.
• The invoice is attached as a PDF. When your invoice data is complete, the PDF is also an e-invoice. Read Create, send and receive e-invoices.
• The footer shows your business name, address and tax number or VAT ID. For a UG or GmbH it also shows the registered office, register court, register number and managing directors from the template settings.

A copy for you

With Send a copy to me, your company's email address gets its own copy of the email. To tick the box every time, switch on Send a copy of every email to my address under Invoices → Settings → Emails.

See whether the email arrived

Open the invoice. The Emails section in the sidebar lists every email to your client with recipient, time and status:

• Sending: the email service has not answered yet. Norman keeps trying and writes to you if it does not work.
• Sent: Norman sent the email.
• Delivered: your client's mail server accepted it.
• Bounced or Marked as spam: the email did not arrive. Norman then tells you by email and in the Norman app.
• Not sent: Norman names the reason, for example a missing email address. If it says that it is unclear whether the email arrived, check with your client before you send it again.

The status updates by itself while an email is on its way.

When the email does not arrive

• Check the client's email address and ask them to look in their spam folder.
• Check that your email address is verified and that your plan includes sending.
• When a recurring invoice cannot be sent, Norman tells you why. The invoice is issued anyway. Then send it as described above.

Related articles

• Payment reminders and dunning notices
• Set up recurring invoices
• Invoice status, drafts and payments
• Create, send and receive e-invoices