Send Invoices to Clients

Article Contents

1. Introduction
2. Set up Invoice Recipients in the Address Book
3. Configure Job-Specific Invoice Recipients
4. Bulk Send Invoices
5. Who Sent Emails Come From
6. Confirm That an Invoice Was Sent
7. If an Invoice Email Cannot Be Delivered

Introduction

Hiro offers several ways to automate the sending of invoices to your clients. Once you've configured the appropriate recipients, you can bulk send all unpaid invoices in one go.

Set Up Invoice Recipients in the Address Book

Enter Email Addresses

By default, invoices are sent to the email addresses configured on the billing entity for that invoice. To change these email addresses:

1. Navigate to the Address Book.

2. Search for the billing entity you wish to update.

3. Click the edit (pencil) button next to the contact.

4. Enter one or more email addresses (up to 6) in the Email field, separating multiple addresses with a semi-colon.

5. If you want invoices to be sent to different email addresses than the contact’s main address, you can enable a separate setting for financial correspondence.

   To do this, tick Email address for financial correspondence is different to general email address in the Financial section at the bottom of the page, then enter the financial email address or addresses.

   

6. Click the Save button.

Copy Email Addresses From a Parent Contact

If a client has multiple related entities in your Address Book, such as a head office with project-specific branches or a main company with various trust or subsidiary entities, you can link them using a "care of" relationship. This lets you keep separate billing details where needed, while reusing central contact information like email addresses.

To copy email addresses from the parent contact:

1. Make sure the parent contact (such as the head office or main company) has the correct email addresses entered.

2. In the Address Book, add or edit the contact you want to set as "care of" (such as the branch or trust entity).

3. In the Location section, enable Care of another Address Book contact and select the parent.

4. Choose the Nature of care of relationship (subsidiary or project managed).

5. Select Copy details from the care of contact.

   

6. Click Save.

This setup allows the "care of" contact to inherit email addresses and other relevant details from the parent, keeping your records clean without needing to duplicate information.

Configure Job-Specific Invoice Recipients

If a client has multiple jobs and you need invoices to go to different people for each one, you can set invoice recipients on a per-job basis. This overrides the default email address or addresses configured on the billing contact.

To update the invoice destination for a specific job:

1. In the Projects module, navigate to the Edit Project Details page.

2. Search for and select the job.
   By default, you can only look up jobs where you are the department captain. If you are a Hiro Global Administrator, or have the relevant privilege, you will be able to access a broader list of jobs. Learn more about privileges.

3. Click on the Billing tab.

4. Under Email financial correspondence to, choose either:

   • The email address of the job's billing entity,

   • A contact from the Address Book who is linked to the billing entity, or

   • A custom email address

     

5. Click Save.

You can also set these per-job invoice settings when lodging a new job during the Billing Entity step.

Bulk Send Invoices

To send multiple invoices in one go, you need to be a Hiro Global Administrator or hold the View all and approve invoice privileges privilege.

Invoices are grouped by billing entity when sending. If a billing entity has six outstanding invoices, they will receive one email with all six attached as separate PDFs. If any jobs have per-job invoice recipient overrides set, those invoices will be sent in separate emails to the relevant recipients for each job.

To bulk send:

1. In the Financial module, navigate to the Invoices page.

2. Click the Send unpaid invoices button at the top of the page.

   

3. By default, the list shows billing entities with outstanding balances for invoices not yet sent. To show all unpaid invoices, change the "Show" dropdown to "All invoices."

   

4. Select the billing entities you wish to send invoices to by checking the boxes next to them.

5. Click the Send button to launch a popup with sending options.

6. In the Send confirmation popup:

   • Enter your email message.

   • Select what variant of email signature will appear underneath your message in sent emails.

   • Optionally, choose to send yourself a copy of the emails.

   • Click Send. Emails will be sent to the selected billing entities with unpaid invoices attached as PDFs.

     

Who Sent Emails Come From

Some customers, or their IT providers, need to know the exact sender for SPF/DMARC or safe sender purposes.

• Hiro sends invoice emails using Hiro’s own email system.

• The actual sender address is messaging-service@ourhiro.io.

• The domain used for sending invoice emails is mail.ourhiro.io.

• Hiro also sets a Reply To using the address you chose in Hiro.

The Reply To is important. It means that even though the message is sent from messaging-service@ourhiro.io, if your client clicks Reply in Outlook or Gmail, the reply goes to your address, not to Hiro.

Why Hiro uses messaging-service@ourhiro.io

The invoice email is sent by Hiro, not by your own mail server.

Hiro cannot sign in to your Microsoft 365 or Google Workspace to send as your domain, so it sends from its own address and tells the mail program to reply to you.

What your customer sees

In Outlook and other mail programs the email shows your company or sender name, for example:

Bright Consulting <messaging-service@ourhiro.io>

So the name is yours. The email address underneath is Hiro’s. That is expected.

For IT teams

If invoice emails from Hiro are being blocked or sent to Junk, add the sending domain to your safe senders list:

mail.ourhiro.io

You don’t need to create an exception for your own company domain, because Hiro is not trying to send as your domain. It is sending from ourhiro.io and telling the mail client to reply to your address.

Confirm That an Invoice Was Sent

To check if an invoice has been sent:

1. Go to the Invoices page in the Financial module.

2. A green checkmark (✅) appears next to invoices that have been sent, either manually or via Hiro’s built-in email feature.

3. Click the pencil icon next to the invoice to open it.

4. Scroll to the bottom of the invoice to see the Notes section. This includes timestamps for when the invoice was created, approved, and sent. If the invoice was emailed via Hiro, it will also show which address it was sent to.

Sometimes, email delivery can be blocked by the recipient’s spam filters. This isn’t visible in the Hiro interface, but our backend records delivery failures. If you ever need confirmation, feel free to contact us and we can check the delivery status for you.

If an Invoice Email Cannot Be Delivered

Sometimes the recipient’s mail server blocks or rejects the message. When that happens:

• Hiro automatically marks the invoice email as not sent.

• Hiro sends an email to the person who tried to send it, from no-reply@ourhiro.io, explaining that delivery failed.

• That email tells you:

  • which invoice number was affected

  • which address failed

  • the reason the recipient’s mail server gave.

This makes it clear that the message did not reach the client and that you may need to fix the address or ask the client to allow emails from Hiro.

If the recipient’s IT team is blocking the messages, ask them to add the sending domain mail.ourhiro.io to their safe senders or allowed senders list. This is the domain Hiro uses for invoice emails. Hiro cannot send it through your own Microsoft 365 or Google Workspace so allowing it on their side is the part that matters.