Emailing and downloading documents

What it does

Each order type has a document behind it. A quote produces a quote, a sales order produces an invoice, and a purchase order produces a purchase order. The send window shows that document beside a form for the recipient and your message, then emails them together. Downloading produces the same document as a PDF.

A send can move the order on. Emailing the invoice for an open sales order marks the order invoiced, and where the terms are due on receipt with no date set, the send is what dates them. Sending a draft quote or a draft purchase order marks it sent. Sending the same document again leaves the status alone and records the second send on the timeline.

Before you start

The Send button needs an address, a subject and a message before it turns on.

A purchase order that moves stock cannot be sent until it has a location to receive into. The button stays off until then, and its tooltip says “Set a receiving location before sending this purchase order.”

In a demo organisation, sending a document still moves the order’s status, but no email leaves Lucrii. The window says so above its buttons.

How to use it

1. Select the send action in the header. A draft quote reads Review Quote, a sales order Review & Send Invoice and a purchase order Review & Send PO. A sales order or a purchase order that has already gone out reads Resend instead.
2. Read the preview on the left of the window. Use the refresh control above it to rebuild it.
3. Correct the To address, and select Add CC/BCC for more recipients.
4. Write the message. Under it, Attach media from line items adds pictures and files from the items on the order as links.
5. Select the send button at the foot of the window, which reads Send Quote, Send Invoice or Send Purchase Order.

The window opens with the recipient taken from the order’s contact and a subject built from the document type and the order number.

A quote that has gone out gives its place in the header over to Mark as Won and Mark as Lost, and Resend Quote moves under More Actions. On a narrow screen the send action is under More Actions whatever the order type.

For a PDF instead of an email, open More Actions and select Download Quote, Download Invoice or Download Purchase Order.

Related

• Sending and closing a quote: A quote is sent from its own page and ends as won, which raises a sales order, or as lost.
• Recording payments: The payments card records money received against a sales order or paid out on a purchase order.
• Audit history and moving between orders: Every change to an order is recorded on its audit page, and arrows walk from one order to the next.

Changes

• Guided quests and help for every feature - 2026-09-30