Approving and Sending

Approval is the moment an invoice becomes real: it’s locked into your numbering, synced to your accounting system, and queued for delivery.

The Approve dropdown

When creating or reviewing an invoice, the Approve button is a dropdown with two choices:

• Approve and send - approve now and email the invoice to the client with payment options attached.
• Approve - approve without sending. Useful when you want the invoice on the books but delivery on your schedule.

Approved but not sent today?

Approved invoices auto-send at your organisation’s scheduled send time. If you approve an invoice after today’s scheduled time has passed, Sawfish tells you it won’t go out until the next run - send it manually if it’s urgent.

What the client receives

An email (and SMS if enabled) with the invoice attached as a PDF and a secure payment link where they can pay by card, PayID, PayTo, or bank transfer - whatever you’ve enabled. Public invoice links are protected by signed URLs, so they can’t be guessed.

Re-sending

Already-approved invoices can be re-sent any time: open the invoice and use Resend. The activity panel on the invoice records every send, so you can see exactly what went out and when.

After sending

• The invoice sits in Pending until paid (moving to Overdue past its due date - with reminders chasing it automatically).
• When payment lands, the status moves to Paid (via Paid - pending settlement while the payment gateway settles), and the payment is written back to Xero/MYOB.