Send an invoice from Client Portal so your client can open it, sign in, and review the amount and payment options. When the invoice becomes fully paid, 360Onboard can send a separate payment confirmation with a link back to the paid invoice.
This guide covers payable Client Portal invoices. Subscription setup keeps its existing behavior and does not use the invoice-email Send/Resend action described here.
Send an Invoice
- Open Client Portal and go to Invoices, or open a client account and select its Invoices tab.
- Open the invoice with View.
- Check the amount, due date, payment instructions, and the account's client portal members.
- Choose Send invoice. On an invoice that has already been sent, choose Resend.
Sending a draft changes it to sent. The email is queued for the account's current client portal members who have email addresses; duplicate email addresses receive one copy. The invoice's “Bill to” text is for display and does not select the recipients. If there are no eligible contacts, add a client portal member before sending.
Send and Resend use the same existing invoice. They do not create another invoice or charge the client. A deliberate resend sends another email; retrying an uncertain request uses the same send request to avoid duplicates.
The success message confirms that the email was queued. It does not confirm that it reached the client's inbox. Future-dated invoices and nonpayable recurring templates cannot be sent through this action.
What Your Client Receives
The Invoice ready email includes the invoice number, amount, relevant invoice details, and a View invoice button. The button opens that invoice inside the client's existing portal account. If the client needs to sign in, the requested invoice opens after sign-in.
The email does not create a public payment link or a separate subscription setup link. Clients use the payment options already available on the invoice.
Customize the Two Invoice Emails
Open Email Templates and find the system templates Invoice ready and Invoice paid in the Billing category. Edit their subject, text, and layout in the existing template editor, then save your changes.
The defaults use your workspace's sender, reply-to, and brand color. Your configured workspace SMTP settings apply when available. Neither invoice email includes a logo by default; add a Logo block if you want one.
Keep the invoice number, amount, and invoice button in the template so the client can identify and open the invoice. Disabling either template prevents that email from being delivered. See Email Templates in 360Onboard for the editor walkthrough.
When Payment Confirmations Are Sent
The Invoice paid email is queued when an invoice handled by this workflow becomes fully paid. This includes a successfully verified online payment and an external payment recorded by your agency.
Payment confirmations are deduplicated per invoice and recipient. Retrying the same completed payment does not send another receipt. Invoices that were already paid before this feature was released do not receive historical confirmation emails automatically.
Subscription setup itself does not generate this receipt; actual paid subscription-cycle invoices can. These emails confirm full payment, rather than partial payments or a client's unverified claim that they have paid.
Record a Payment Received Outside Stripe
If the invoice accepts external payment and the money has arrived by bank transfer, ACH, cash, check, or another external method:
- Open the unpaid, issued invoice.
- Choose Record payment.
- Enter the Payment date and Payment method, plus an optional reference such as a transfer confirmation or check number.
- Choose Confirm payment.
This records your agency's confirmation, marks the invoice paid, and can queue the Invoice paid email. It does not check your bank account, move money, or charge a payment method. Confirm receipt yourself before recording it. Draft invoices and subscription setup invoices are not eligible for this action.
Where View Receipt Goes
The payment email's View receipt button opens the same invoice in the client's authenticated portal, now showing its paid state. The client can review the invoice and download its PDF there. The button does not automatically download a file or open a separate Stripe receipt page.
Use the API or Ask Your Connected AI Assistant
The same actions are available through the public V2 API and MCP. For example, ask your connected assistant:
- “Send invoice INV-1042 to the client portal contacts on the Acme account.”
- “Check the email status for invoice INV-1042.”
- “I confirmed that the full bank transfer for INV-1042 arrived on October 15. Record it with reference TRANSFER-1042.”
The assistant must resolve the correct workspace, account, and invoice before acting. Sending email and recording payment are separate actions. For endpoint details and safe retry examples, see API & Webhooks V2 Documentation. To connect your assistant, see Connect 360Onboard with MCP.
