Sharing and Reminders
Send a sales document by email, hand the customer a WhatsApp message, or copy a public link they can open without an account. Plus the honest state of the Send Reminder action.
Every posted sales document can leave Trabalance three ways, all from one place: More → Share on the document page. The Share dialog has no permission gate — anyone who can open the document can send it.
The three channels
| Channel | What happens | Recorded? |
|---|---|---|
| Copy Link | Copies the document's public view URL to your clipboard. The button reads "Copied!" for three seconds. Anyone with the link can read the document without signing in. | No — copying is a clipboard action. |
| Opens WhatsApp in a new tab with a message already written, addressed to the customer's stored phone number (or to no one, if they have none). You press send in WhatsApp, not in Trabalance. | Yes — the send is captured against the customer once it goes through Trabalance's share endpoint. | |
| The form in the dialog. This is the only channel Trabalance sends itself: it mails the customer with the document attached as a PDF. | Yes — it appears on the customer's Communication timeline. |
The WhatsApp message is composed for you:
Invoice #INV-000127 from Northwind Foods — Total: USD10,065.00. View:
{link}
Sending by email
| Field | Required | Prefilled with |
|---|---|---|
| To | Yes | The customer's stored email address. Editable. |
| CC | No | Hidden until you click "Add CC". Accepts several addresses, comma-separated. A "Remove" link puts it away again. |
| Subject | Yes | "Invoice #INV-000127 from Northwind Foods" — your business name, not the customer's. |
| Message | No | A full covering note addressed to the customer by name, quoting the document type, number and total. Rewrite it freely. |
Below the form sits a chip naming the attachment — Invoice-INV-000127.pdf. It is not a control; it is there so you can see what the customer will receive.
If the customer record has no name, or its name is the placeholder General, the greeting falls back to "Dear Valued Customer,".
What it refuses
| Message | Cause |
|---|---|
| Please enter an email address | The To field is empty. |
| Please enter a valid email address | The To address is malformed. |
| Invalid CC email: {address} | One of the CC addresses is malformed — the message names which. |
| Please enter an email subject | The Subject field is empty. |
What the recipient sees
The public link opens a read-only view of the document: the header, the customer's own details, the line items, the totals — Subtotal, Document discount, Total, Amount Paid and Balance Due — plus any tags and notes.
There is no download button, no pay button and no reply on the public link page. Its only control is View more, which sends the visitor to the Trabalance sign-in page. If you want a customer to have a standing, signed-in view of their account, provision portal access from the customer page instead — see Credit limits and portal.
Send Reminder
More → Send Reminder appears on an unpaid Invoice with a balance still outstanding, and opens a dialog with two tabs — WhatsApp and Email — each pre-writing a chase message that quotes the document number, the amount due, the days overdue and the due date.
The dialog composes the message correctly, but the request it makes has no endpoint behind it on the server. Sending fails with "Failed to send reminder. Please try again." every time. Do not rely on it. This is a known defect and has been reported.
Until it is corrected, chase an overdue invoice the way the rest of the product supports:
Open Sales → Invoices and click the Overdue tile. The list narrows to invoices past their due date with a balance outstanding, and the tile carries the total exposure.
The Share dialog does send, and it attaches the PDF. Rewrite the prefilled message into a chase — the due date and the balance are both on the document in front of you.
For a customer with several open invoices, a statement is a better chase than five separate emails. See Customer statements.
Trabalance does not send scheduled chase emails on your behalf at any interval, and no reminder setting anywhere changes that. Every chase is one you send.
What gets recorded
Emails and WhatsApp messages sent through Share land on the customer's Activities → Communication timeline, with columns for Sent, Channel, Document, To, Sent by and Status. It is the answer to "did anyone actually send this?" — and it is the reason to share from inside Trabalance rather than from your own mail client.
Related
- Where the customer's send history lives: Customer detail and aging.
- Finding the overdue list: Tracking sales documents.
- A standing signed-in view for the customer: Credit limits and portal.
- Sending a whole account rather than one document: Customer statements.