---
title: Emailing and downloading documents
id: orders.documents
description: "Preview a quote, an invoice or a purchase order in the send window and email it to the order's contact."
lastUpdated: 2026-10-16
order: 60
---

## What it does

Each order type produces a document. A quote produces a quote, a sales order an invoice, and a purchase order a purchase order. The send window shows that document beside a form for the recipient and your message, then emails them together. Downloading gives the same document as a PDF.

The Amount (Ex Tax) or Amount (Inc Tax) column shows each line total, after any order discount. Each line total is in whole cents, or the smallest unit of the order's currency, as [Line items](/docs/orders/line-items.md) explains. The lines add up to the Subtotal, or to the document's total when every taxed line is priced with tax included.

Sending can change the order's status.

- Emailing the invoice for an open sales order marks the order invoiced. Where the terms are due on receipt with no date set, the send sets the date.
- Sending a draft quote or a draft purchase order marks it sent.
- Sending the same document again leaves the status alone. Lucrii records the second send on the timeline.

## Before you start

The send button needs an address, a subject and a message before it turns on.

The send window's fields take these lengths.

| Field | What it takes |
| --- | --- |
| To, CC, BCC | Up to 254 characters for each address |
| Subject | Up to 255 characters |
| Message | Up to 5,000 characters, with a count from 4,500 |

You cannot send a purchase order that moves stock until it has a location to receive into. The button stays off until then. Its tooltip says "Set a receiving location before sending this purchase order."

Your plan limits how many customer emails your organisation sends a day. [Plan, usage and payment](/docs/settings/billing.md) says what counts and gives each plan's limit. Each address in To, CC and BCC counts. Past the limit, Lucrii doesn't send the document and says when you can try again.

You must verify your email address before Lucrii sends customer emails for you.

In a demo organisation, sending a document still moves the order's status. Lucrii doesn't send the email. The window says so above its buttons.

## How to use it

1. Select the send action in the header. It reads Review Quote on a draft quote, Review & Send Invoice on a sales order and Review & Send PO on a purchase order. Once a sales order or a purchase order has gone out, it reads Resend.
2. Read the preview on the left of the window. Use the refresh control above it to rebuild it.
3. Correct the To address. Select Add CC/BCC for more recipients.
4. Write the message. Under it, Attach media from line items adds pictures and files from the items on the order as links.
5. Select the send button at the foot of the window. It reads Send Quote, Send Invoice or Send Purchase Order.

The window takes the recipient from the order's contact. It builds the subject from the document type and the order number.

Once a quote has gone out, [Mark as Won and Mark as Lost](/docs/orders/quotes.md) replace the send action, and Resend Quote moves under More Actions. On a narrow screen the send action is under More Actions whatever the order type.

For a PDF, open More Actions and select Download Quote, Download Invoice or Download Purchase Order.

## Related

- [Sending and closing a quote](/docs/orders/quotes.md): Send a quote from its page, then close it with Mark as Won, which raises a sales order, or Mark as Lost.
- [Recording payments](/docs/orders/payments.md): Record money received against a sales order, or paid out on a purchase order, in the payments card.
- [Audit history and moving between orders](/docs/orders/history.md): See every change to an order on its audit page, and use the arrows to step from one order to the next.

## Changes

- [A daily limit on customer emails](/changelog/2026-10-16#2026-10-16-a-daily-limit-on-customer-emails) - 2026-10-16
- [Bulk actions on orders](/changelog/2026-10-16#2026-10-16-bulk-actions-on-orders) - 2026-10-16
- [Field lengths and tag limits](/changelog/2026-10-16#2026-10-16-field-lengths-and-tag-limits) - 2026-10-16
- [Line totals in whole cents](/changelog/2026-10-16#2026-10-16-line-totals-in-whole-cents) - 2026-10-16
- [Help pages for every feature](/changelog/2026-09-30#2026-09-30-help-pages-for-every-feature) - 2026-09-30
- [Purchase order and quote documents](/changelog/2026-09-30#2026-09-30-purchase-order-and-quote-documents) - 2026-09-30