How do I send an invoice by email or provide it via a link?

You can send an invoice to your client by email directly from TimeStatement, or provide a link where your client can view, download and print the invoice online. In both cases, TimeStatement first creates a TimeStatement Share link to the invoice.

Note: The "Send" function is only available with the Pro license. The Starter license can't create invoices.

How do I send an invoice by email?

1. Go to the "Invoices" tab, open the invoice and click "Send".

2. In the "Send Settings" dialog, select under "Expiration Date" how long the link should remain valid and, if required, enable "Advanced access protection" (see below).

3. Click "Create link". The "Send Invoice" dialog shows the message "Link created successfully" and the link to the invoice. No email is sent at this point.

4. Click "Email".

5. Enable "Attach invoice as PDF" if the invoice should also be sent as a PDF attachment. This option is off by default, and the email contains only the link.

6. Check the "Receiver". The invoice is sent to the email address stored for the client. If none is stored, enter the address under "Receiver". TimeStatement then saves it to the client automatically. Only one email address can be stored per client.

7. Adjust the "Text" if required. It is prefilled with a default text containing the invoice date, amount, payment terms and the link to the invoice.

8. Click "Send".

Note: A notice is automatically added below the email stating that it was created by a TimeStatement user, with an address for reporting abuse. This notice can't be removed.

Note: If you change an invoice that has already been sent, TimeStatement asks whether the sent invoice should be updated with your latest changes. To do so, click "Yes, update".

How do I provide an invoice via a link?

If you don't want to send the invoice via TimeStatement, you can share the link yourself, for example in your own email or via a client portal.

1. In the invoice, click "Send", select the "Expiration Date" and click "Create link".

2. In the "Send Invoice" dialog, click "Copy". The link is copied to the clipboard.

3. Paste the link wherever your client should receive it.

Click "Preview" to open the invoice as your client sees it.

What does my client see?

Via the link, your client opens the "TimeStatement Share" page. There, they see the invoice as a PDF and, next to it, the key details: your company marked "Verified", the invoice number, the invoice date, "Due" and the invoice amount. With "Download Invoice" and "Print invoice" or the icons above the invoice, they can save or print the invoice.

How long is the link valid and how do I protect it?

Under "Expiration Date", select "7 days", "30 days", "90 days", "6 months" (default), "1 year" or "Custom". A custom date must be between today and 1 year from now. The expiration date is shown in the dialog ("Expires on …").

The "Advanced access protection" switch determines who can view the invoice via the link:

• Off (default): "Anyone with the link will be able to view this invoice".
• On: "Only invoice recipients with the link will be able to view this invoice".

If access protection is enabled, your client must sign in with a one-time code. These pages are currently only available in English.

1. Your client opens the link. On the "Protected document" page, they enter their email address and click "Continue".

2. They receive a 6-digit code by email ("Your verification code"), which is only valid for a short time.

3. They enter the code in the "Two-Factor Authentication" window and click "Continue". The invoice then opens. With "Use a different email address", they can enter another address.

Note: The code is only sent to the email address stored for the client. The invoice can't be opened with any other address.

How do I deactivate a link?

1. In the "Send Invoice" dialog, click "Deactivate link".

2. The question "Are you sure you want to deactivate the link for this invoice? Anyone with the link will no longer be able to view it." appears. Click "Confirm". Click "Cancel" to keep the link active.

The link then no longer works, and the invoice is automatically deleted from TimeStatement Share. If your client opens the link, they see the message "File Not Found".

Which email address is the invoice sent from?

The email is sent from noreply@timestatement.com. The sender name shown is "<Company name> via TimeStatement.com", e.g. "Musterfirma AG via TimeStatement.com".

For this, an email address must be stored for your company under "Management" > "Companies". If it is missing, clicking "Create link" shows the error message "your company email address is not set".

The subject and text of the email depend on the language. In English, the subject is "Invoice <number>", e.g. "Invoice FAT-2025-005".

You can send reminders by email or provide them via a link in the same way.

For more information on creating invoices, see: How do I create invoices and record payments?