Sending invoices & getting paid
Send invoices by email as PDF, track sent, paid and overdue statuses, and record payments automatically through Estonian bank reconciliation in Arvello.
Once an invoice is finalised, getting it to the client and tracking the money back in is mostly a matter of watching statuses change. This page covers the email route; for the structured alternative, see E-invoices & Peppol.
Sending an invoice by email
Send Invoice on a draft finalises it first — assigning the number and posting the entries — and then emails the client, so one confirmation does both jobs. The email goes to the address on the client's contact record, and Arvello warns you if the contact has no email address.
What the client receives is a short email rather than a bare attachment:
- a subject line of the form "Invoice INV-000123 from Your Company OÜ" (an OÜ is an Estonian private limited company);
- a summary of the invoice number, issue date, due date and total;
- a Download Invoice button, plus a plain link, pointing at the PDF;
- a footer noting that the invoice was sent by your company via Arvello.
The PDF itself uses your design (see Invoice designer), and its labels are printed in the contact's invoice language, falling back to English.
Statuses and overdue tracking
A sent invoice stays Sent until something happens: payment in full makes it Paid, a part-payment shows it as Partial, and sailing past the due date flags it Overdue — automatically, in red, with no action needed from you. The invoice list shows running totals for Outstanding, Overdue and Paid This Month, and you can filter by status. The Sales dashboard surfaces the same picture, including how many days each overdue invoice has been waiting.
Recording payments
Every payment against an invoice is listed on the invoice's Payments tab with its date, amount received, method and notes. Partial payments are fine: the invoice shows the outstanding balance and keeps its Partial badge until the total is covered, at which point it flips to Paid.
Payments are recorded by matching bank transactions to invoices on the reconciliation screen, and Arvello does most of that matching for you:
| The incoming bank transaction... | What happens |
|---|---|
| Mentions the invoice number and equals the outstanding amount | Matched automatically; payment recorded |
| Equals the outstanding amount, and the payer's name or IBAN matches the client | Matched automatically |
| Equals the outstanding amount, with no other confirmation | Suggested for your review |
| Mentions the invoice number but for a different amount | Suggested as a possible part-payment |
💡Connect your bank and skip the bookkeeping
With a bank connection, incoming payments are matched as transactions arrive — invoices mark themselves paid and the journal entries are posted for you. See Reconciliation.
Anything not matched automatically waits on the reconciliation screen, where you can match a transaction to any open invoice yourself, including allocating part of a transaction as an invoice payment.
Resending and corrections
- Resend Email on a sent invoice sends the same email again — useful when the original "never arrived".
- Regenerate PDF rebuilds the document with your latest company and contact details (available on sent and paid invoices); the amounts are untouched.
- Cancel Invoice reverses the journal entries and marks the invoice cancelled. It is only available while no payment has been recorded against the invoice.
Key Takeaways
- 1Sending finalises the draft and emails a summary with a PDF download link
- 2Overdue flagging is automatic once the due date passes
- 3Partial payments are tracked, with the outstanding balance shown until fully paid
- 4Bank reconciliation marks invoices paid automatically when the reference or counterparty and amount line up