Sending invoices by email from Legalsense

You can send finalized invoices directly from Legalsense. Legalsense sends these emails from an email address that belongs to you, so before you can send anything you need to configure an email provider and verify your sending domain. This article explains the invoice-specific settings and how to send an invoice. To set up the provider itself, see the setup article for your provider (linked below).

Before you start: set up your email provider

Legalsense supports two email providers: Postmark and Spotler SendPro. Go to Settings → General → Emails to configure the one your firm uses, or click Change email provider to switch between them. On this page you verify your sending domain and add one or more sender addresses. Mark one address as the default by clicking the checkmark icon next to it.

For step-by-step setup instructions, see the article ↪ Configure email providers.

Important: You need at least one verified sender address before you can send any invoice email. Until you add one, Legalsense hides the compose form and shows a message pointing you to Settings → General → Emails. If you don't have permission to configure email settings, the message tells you to ask an administrator instead.

Default CC and BCC addresses

Go to Settings → Billing → Emails to set:

• The invoice attachment format: PDF, PDF + UBL-XML, or UBL-XML only.
• Default CC and BCC rules for invoice emails: for example, always BCC the currently logged-in user, a matter or billing supervisor, the originator, or a custom address. Click Add a new default email address to add more rules.

Showing the email settings page.

Note: You can't choose the sender (the "from" address) for invoices on this page. Legalsense uses the default sender configured under Settings → General → Emails, and you can override it per email when you send the invoice (see below).

Default email templates

Go to Settings → Billing → Email templates to define the email messages sent with invoices. You can assign each template to a specific situation: a general default, or a dedicated template for credit invoices, advance invoices, settlement invoices, or (for legal aid) RvR or client-contribution invoices. Legalsense then picks the matching template automatically based on the invoice type. For more information on how to set up email templates, see the article ↪ Email templates.

Note: The header and footer text on the invoice document itself is a separate setting. It uses the same set of codes, but you configure it on its own page under Settings → Billing → Invoice texts, not as part of the email template.

Set the To and CC address per debtor or matter debtor

The debtor's default billing email address is set on their contact page, where it's shown with a Billing to badge under Contact details. To change it:

1. Go to Matters → Contacts and click the contact's name.
2. Click Edit.
3. Under Other contact details, tick the Billing To checkbox next to the address you want to use as the default.
4. Click Save.

The email address section in the other contact details, showing the Billing To checkbox.

On the matter page, click the edit icon next to the debtor's name to open the matter debtor settings. There you choose the email source for invoices on this specific matter: the debtor's address, the contact person's address, or an address specific to this matter. This is also where you set the matter's default billing reference, which Legalsense uses on future invoices for this matter and debtor.

Important: In the Netherlands, an invoice must include a full postal address to be valid, so include your client's full address even when you send the invoice by email. If your firm is located outside the Netherlands, check your local invoicing requirements.

Send an invoice by email

Note: You can only send a finalized invoice. For a draft invoice, you can prepare and save the email, but you can't send it until the invoice is finalized.

1. Open the invoice. This can be a draft or a finalized invoice.
2. Click Email. Legalsense opens the matching default email template, with the To, CC, and BCC addresses pre-filled from the debtor or matter debtor settings.
3. Edit the message, template, sender address, or recipient addresses if needed.
4. Click Save as draft to save the email without sending it, or click Send if the invoice is finalized.
5. After you send the invoice, you can review what was sent by opening the invoice and clicking Email again.

Send multiple invoices at once

1. Go to Invoices.
2. Click More filters.
3. Use the Invoice sent? filter to find invoices that haven't been emailed yet. If you send invoices both by email and by other methods, combine it with the Send method filter.
4. Select the invoices you want to send.
5. Open the Send dropdown and click Send by email. Legalsense prepares the emails for sending.

Note: Legalsense shows an error message for any email that has no address in the To field, or that belongs to an invoice that hasn't been finalized yet.

The Invoice sent? filter under More filters on the invoice page