Sending invoices by email

Overview

Kyvento sends your invoices as an email with a PDF attachment – either via Kyvento's own delivery or your own SMTP mailbox. This article shows the delivery settings and the email log.

Sender and delivery route

Under "Settings" → "Email delivery" you configure:

• Sender – the sender name and address that your emails arrive from at the customer. With standard delivery, your customers see Kyvento's address as the sender – Which sender address your customers see explains why.
• Transport – standard delivery or your own SMTP (host, port, credentials, TLS recommended).
• Test & DNS – a test email plus a live check of your domain for SPF, DKIM and DMARC with ready-made sample DNS entries. Correctly set records significantly improve deliverability.

What gets sent

Invoice emails always contain the invoice PDF as an attachment – no email leaves the building without a finished PDF. You control the subject and body via the email templates (the "Invoices" group). E-invoice files (XRechnung/ZUGFeRD) are deliberately not attached to emails automatically – they are generated on the invoice and downloaded or transmitted through the intended channels.

Testing a template beforehand

Before a changed template goes out to customers, send it to yourself from the template editor (Settings → Templates) using "Send test". What goes out is exactly the language version you currently have open – so you can check the German and the English variant separately.

• The button becomes active only once the template is saved; a note explains why. Kyvento deliberately does not create a template in the background for a test – otherwise your overview would list a "customised" template that nobody customised.
• Only active accounts belonging to your own organisation are permitted as recipients. If an address is rejected, the message names the actual reason – not yet activated, no longer active, or not part of your account.

The email log

Under "Email log" (sidebar, "System" section) you see every sent email with the recipient, subject, template type, status (Pending, Sent, Failed, Bounce, Skipped, Suppressed (undeliverable)) and timestamp. In case of problems, the detail view shows the specific error message or the bounce reason – ideal for the question "did the invoice arrive?".

Subscribing to the daily report

Optionally, the "Daily email delivery report" (Settings → Notifications, the "System & integrations" group) delivers the previous day's delivery summary every morning – including the bounce rate and the most common bounce reasons. If the bounce rate is conspicuous, the urgency of the notification increases automatically.

Next steps

• Customize email texts – see Invoice texts and languages
• When emails are sent automatically – see Automatic invoice creation
• If a customer address is permanently unreachable – see Undeliverable e-mail addresses