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Tracking Invoice Email Delivery in LeanLaw

How to track invoice email delivery status in LeanLaw — including the 9 email delivery states, the Track Sent Emails page, sending reminders, and the difference between LeanLaw and QuickBooks Online email tracking.

LeanLaw's email service provides real-time delivery tracking for every invoice email sent through LeanLaw. You can see whether an email was delivered, opened, clicked, or bounced — and send follow-up reminders from the same interface.

📋 Tracking requires LeanLaw email service: Email delivery tracking is only available for invoices sent through LeanLaw's email service. Invoices emailed through QuickBooks Online's legacy method show a grey 'emailed' badge in LeanLaw but have no delivery tracking. 

 

Accessing the Track Sent Emails Page

  1. Go to Billing → Track Sent Emails.
    1. You can also navigate to the Track Sent Emails page directly from the Manage Invoices page. Simply hover over the green emailed badge and select View Tracking.
  2. The Track Sent Emails page lists all invoice, reminders, and trust requests emails sent through LeanLaw's email service, with their current delivery status.

 

The 9 Email Delivery States

LeanLaw's email service (powered by SendGrid) tracks emails through up to 9 possible states:

State

What It Means

Processed

SendGrid has received the message and is preparing it for delivery. Every sent email starts here.

Delivered

The email was successfully accepted by the recipient's mail server.

Opened

The recipient opened the email (detected via a transparent tracking pixel). Fires each time the email is viewed with images on.

Clicked

The recipient clicked a link in the email — typically a payment link. The highest engagement signal.

Deferred

The email couldn't be delivered immediately but will be retried for up to 72 hours. Also called a soft bounce.

Bounced

The email was permanently rejected by the recipient's mail server. Typically indicates an invalid email address.

Blocked

The email was not sent — reasons include spam content detection or a previous unsubscribe by the recipient.

Dropped

The email was not sent before reaching the recipient. Reasons include spam flags or prior unsubscribes.

Spam Report

The recipient's ISP sent a spam complaint to SendGrid. The recipient marked the email as spam.

 

⚠️ Open tracking limitation: Email opens are tracked using a transparent image beacon. If the recipient has image loading disabled in their email client (common in email service providers like Outlook), opens will not be detected — the email may be read without registering as 'Opened'. This is a limitation of all email service providers, not specific to LeanLaw.

 

Sending Invoice Reminders

When an invoice is overdue or a client hasn't responded, you can send a reminder directly from the Track Sent Emails page:

  1. Go to Billing → Track Sent Emails.
  2. Find the invoice email you want to follow up on.
  3. Check the checkbox next to it (or select multiple invoices).
  4. Click Send Reminder.
  5. A confirmation pop-up appears. Confirm to send.

Reminders include the original payment link(s) and any attachments from the initial email. The reminder subject and body use the template configured in Settings → Invoice Email → Email Settings → Reminders.

💡 Tip: Filter the Track Sent Emails page by delivery status to quickly identify all Delivered but Unopened invoices — these are your best candidates for a follow-up reminder. A delivered email that hasn't been opened after a week warrants a reminder send.

 

QuickBooks Online Email Badge vs. LeanLaw Email Tracking

If your firm has historically sent invoices through QuickBooks Online's email service, those emails show a grey 'Emailed' badge with the QuickBooks Online logo in Manage Invoices — with no delivery tracking available in LeanLaw.

Invoices sent through LeanLaw's email service show a different delivery status badge.

💡 Switching to LeanLaw email: To enable delivery tracking on all future invoice emails, set up LeanLaw's email service in Settings → Email Settings. Once configured, all emails sent through LeanLaw will have full tracking.