Approving Invoices Without Sending Them to Your Customers

Control invoice approval without notifying your customers

When managing your business, having an approved invoice in the system is essential for tracking outstanding debts from customers. This is how Class Manager determines that a customer owes you money.

However, there may be situations where you want to approve an invoice but not send it to the customer. For example, if you take bookings you may not want to email invoices but still need them approved and recorded as a debt in the system.

To do this:

1. Generate your invoices as you normally would, so they appear in the Draft status.
2. From there, follow the standard process for approval. Select all your invoices (or just the ones you need) and, under Group Actions, click Approve.
3. You’ll be taken to the page where you set the invoice due date. On the left side of this page, there’s a checkbox labelled Email Invoice(s) to the customer. This box is ticked by default. Simply untick it if you don’t want the invoice to be emailed to the customer.
4. Then, click Approve as usual. Now the invoice will be marked as Awaiting Payment, and the customer will have an outstanding balance with you, but they won’t receive the invoice in their inbox.

By approving invoices without sending them to your customers, you can maintain control over how and when they are notified while still keeping accurate records of their outstanding payments. This flexibility allows you to manage your invoicing in a way that best suits your business model, ensuring that everything is tracked without overwhelming your customers with emails.