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Emailing Invoices to Clients in LeanLaw

How to email invoices to clients from LeanLaw — including single invoice delivery, batch email, setting per-client delivery preferences, and the difference between LeanLaw's email service and QuickBooks email.

Once invoices are submitted to QuickBooks Online, they're ready to be delivered to clients. LeanLaw lets you email invoices directly — individually or in batch — from the Manage Invoices tab, without switching to QuickBooks Online or a separate email client.

📋 Prerequisite: You must have a sender email address configured in LeanLaw's Email Settings before you can send invoice emails through LeanLaw.

 

LeanLaw Email Service vs. QuickBooks Email

LeanLaw invoices can be emailed two ways — it's important to understand which one your firm uses:

Method

How It Works

LeanLaw Email Service (recommended)

Emails are sent directly from LeanLaw using your configured sender address. Supports delivery tracking, account summaries, payment links, and per-invoice customization. Requires Email Settings to be configured in LeanLaw. Invoices are branded with your LeanLaw PDF template.

QuickBooks Email (legacy)

Invoices are emailed through QuickBooks Online's email system using QuickBooks Online's templates. No delivery tracking available in LeanLaw (emails show a grey 'emailed' badge with the QuickBooks Online logo). Less customization control from within LeanLaw.

 

💡 Recommendation: Use LeanLaw's email service for all invoice delivery — it gives you tracking, payment links, and full customization control. The QuickBooks Online email method is a legacy approach retained for backward compatibility.

 

Setting Per-Client Delivery Preferences (Email vs. Print)

Before your monthly billing run, set each client's preferred delivery method so you can batch-process all emails and print jobs in one pass:

  1. Open the client's matter in LeanLaw.
  2. Go to the QuickBooks tab within the matter.
  3. Set the delivery preference to Email or Print.
  4. This preference syncs to QuickBooks Online automatically.

In Manage Invoices, invoices will appear with a 'To email' or 'To print' status based on each client's preference. Use the Delivery filter to separate them for batch processing.

 

Emailing a Single Invoice

  1. Go to Billing → Manage Invoices.
  2. Find the invoice to send.
  3. Click the Email button to the right of the invoice, or click the three-dot menu (⋮) → Email.
  4. An email delivery pop-up opens. Review or adjust the recipient addresses, subject line, body text, and payment links.
  5. Click Send. The invoice is delivered and the status updates to Delivered.

 

Batch Emailing Multiple Invoices

To send multiple invoices at once:

  1. In Manage Invoices, use the Delivery filter to show invoices marked 'Ready to Email' or 'To email'.
  2. Check the checkboxes next to all invoices you want to send, or check the top checkbox to select all.
  3. Click the Deliver dropdown at the bottom of the screen and select Email.
  4. Confirm the batch send. All selected invoices are emailed simultaneously.
  5. All sent invoices update to Delivered status automatically.

⚠️ Batch email limitation: When batch-sending multiple invoices, individual email addresses and content are not visible or editable. If you need to customize the email for a specific client, send that invoice individually before running the batch.

 

Monthly Delivery Workflow

A recommended end-of-month delivery sequence:

  1. Submit all approved invoices to QuickBooks.
  2. In Manage Invoices, set the Delivery filter to 'Ready to Email'. Select all, then batch email.
  3. Switch the Delivery filter to 'Ready to Print'. Select all, then generate a Combined PDF for mailing.
  4. All invoices update to Delivered status. Your billing run is complete.