Send an invoice copy

Sending a copy resends the existing invoice document to the debtor. It does not create a new invoice, change the balance, or move any due date. Use it when a debtor says they never received the invoice, or asks for it on a different channel.

Where to do it

Open the invoice in the Invoice View and choose Send Copy from the actions menu. It is offered on invoices that are activated, paused, closed, stopped or disputed.

Sending needs the SendInvoices right. The menu item shows for any invoice in one of those statuses, so a user without the right sees it but gets an error when they send.

Sending one

1. Open Send Copy.

2. Choose the Distribution method. It starts on the method the invoice itself uses, and you can change it for this copy only. The original invoice keeps its own setting.

3. For e-mail and SMS, check the recipient. The field is prefilled from the debtor’s contact details, and you can send to a different address or number without changing the debtor. The field takes one address. Sending an invoice, or a copy, to several e-mail addresses at once is not supported.

4. Decide whether to tick Charge client for the copy. It starts unticked, so the copy is free unless you tick it.

5. Confirm. The copy is queued and listed on the invoice’s Distribution tab, where you can see afterwards that it went out and on which channel.

What each channel needs

Channel	Requires
E-mail	An e-mail address, either on the debtor or typed into the modal
SMS	A phone number, either on the debtor or typed into the modal
E-invoice	An identification number on the debtor
Letter, KIVRA, partner	Nothing is checked when you send. If the debtor’s address is wrong, the copy shows as failed on the Distribution tab

If an e-mail address, phone number or identification number is missing, the send is refused and says which detail is absent. Fill it in on the debtor. E-mail and phone can also be typed into the modal for this copy only.

When a copy is refused or not sent

• No invoice document. An invoice in an allowed status whose document is missing is refused with “Invoice document does not exist.”
• Delivered through InExchange. Invoices sent through InExchange cannot be copied, and the send is refused.
• Distribution turned off for the client. Nothing is sent, but the modal still closes as if it succeeded. If a debtor reports that a copy never arrived, check the client’s distribution settings and the Distribution tab: a copy that was never created is not listed there.

A closed or stopped invoice can still be copied, which is deliberate: a debtor often asks for documentation after the fact.

Copies of interest invoices

An interest invoice is an invoice of its own, not part of the original. Send Copy on the original invoice resends the original only. To resend the interest invoice, open the interest invoice and use Send Copy there. An interest invoice exists when Enabled under Late interest invoicing is ticked on the invoice profile, or when someone has used Create Interest Invoice on the invoice, see Setup Invoice Profiles. A copy of an interest invoice can only go out as e-invoice in the Peppol BIS 3.0 format, and never to a private person. If the e-invoice attempt is refused, choose e-mail or letter.

Charging for the copy

Tick Charge client for the copy to charge the client for the resend. The charge is the client’s Extra distribution article for the channel you chose, for example Extra distribution fee - E-mail, Extra distribution fee - E-invoice or Extra distribution fee - KIVRA. For letter and SMS the articles are named Extra distribution Client Portal - Letter and Extra distribution Client Portal - SMS. They sit in the client’s price list, one per channel, and are separate from the Administration fee (invoice) that the original distribution was charged with, so a client can have a different price for a copy. Leave the box unticked when you are resending because of a problem at your end rather than at the debtor’s.

If the client distributes on this channel under its own agreement, the copy is not charged even when the box is ticked.

Note

Changing the channel for a copy does not change the invoice. If a debtor should receive invoices differently from now on, change the distribution method on the debtor or the client instead. Reminder channels are set on the invoice profile.