Skip to content

PDF & email delivery

FSM Navigator lets you generate a professional PDF for any invoice and deliver it to your customer by email — all from the invoice detail page. Pro and Enterprise customers also receive a secure portal link to view and pay online.

Generate a PDF

You can download a PDF for any invoice regardless of its status.

  1. Go to Invoicing and open the invoice you want to download.
  2. Click Download PDF.
  3. The PDF is generated instantly and saved to your device.

The PDF is ready to print, attach to an email outside of FSM Navigator, or save for your records.

PDF layout

Every PDF invoice includes a clean, professional layout:

Section Contents
Header Company name, address, phone, and email
Company logo Displayed in the top-left corner (Pro and Enterprise plans)
Invoice details Invoice number, date created, due date, and status
Customer info Customer name and service location address
Line items Description, quantity, unit price, and line total for each item
Totals Subtotal, discount (if any), tax amount and rate, and grand total
Notes Any notes you added when creating the invoice

Pro feature — company logo

Upload your company logo in Settings → Branding to have it appear on every PDF invoice. Available on Pro and Enterprise plans. See Plans & pricing for details.

Send an invoice by email

Emailing an invoice delivers a notification to the customer with a summary and a link to view the full invoice.

  1. Open the invoice (in Generated, Sent, or Overdue status).
  2. Click Send Invoice.
  3. FSM Navigator sends an email to the customer's contact email address on file.
  4. The invoice status changes to Sent (if it was previously Generated).

The email includes:

  • Your company name and invoice number
  • The amount due and due date
  • A link to view the invoice

Pro — secure portal link

On Pro plans and above, the email includes a secure link to your Customer Portal where the customer can view the invoice, download the PDF, and review their account — all without needing a password.

Check email delivery status

After sending, you can confirm that the email was delivered.

  1. Open the invoice.
  2. Look for the Sent status badge and the delivery timestamp.

If the customer's email address is invalid or the mailbox is full, the delivery may fail. Update the customer's email in Customers and resend.

Resend an invoice

Need to send the invoice again — for example, the customer didn't receive it or you've updated the details?

  1. Open the invoice.
  2. Click Send Invoice again.
  3. A new email is sent to the customer.

You can resend an invoice as many times as needed. Each send is logged with a timestamp.

Edit before resending

If you need to correct the invoice, make sure to edit it before resending. Invoices in Sent status have limited editing — see Invoice workflow for which fields can be changed at each status.

Example workflow

Here is a typical PDF and email workflow for a completed job:

  1. A technician completes a furnace installation job for Greenfield Properties.
  2. The dispatcher creates an invoice from the job — line items, tax, and totals are pre-filled.
  3. The dispatcher reviews the invoice and clicks Download PDF to save a copy.
  4. The dispatcher clicks Send Invoice to email it to the customer.
  5. Greenfield Properties receives the email and clicks the link to view the invoice.
  6. The invoice status updates to Sent in FSM Navigator.

Tips

  • Always preview before sending — double-check line items, tax, and the customer's email address before clicking Send Invoice.
  • Download a PDF for your records — even if you email the invoice, keeping a local PDF copy is good practice for accounting.
  • Use company branding — a logo on your invoices looks professional and builds trust. Upload yours in Settings → Branding (Pro and Enterprise).
  • Add payment instructions in Notes — include your preferred payment method, bank details, or a "Thank you" message in the invoice notes.

Frequently asked questions

Can I customize the PDF template?

The PDF layout is standardized for a clean, professional look. You can personalize it by uploading your company logo (Pro+) and adding custom text in the Notes field.

What email address is used to send invoices?

Invoices are sent from FSM Navigator's delivery system on behalf of your company. The customer sees your company name in the email.

Can I send an invoice to multiple email addresses?

Invoices are sent to the primary contact email on the customer record. To send to additional recipients, download the PDF and forward it manually.

Does the customer need an account to view the invoice?

On the Free plan, the email contains the invoice summary directly. On Pro plans and above, the email includes a secure portal link — no password or account setup is required for the customer.

Next steps