User Guide
Share Invoices
Last updated on July 15, 2026
Your invoices are safely stored in your Invoices dashboard. By default, this table is completely private and visible only to your gallery staff. When you are ready to request payment from a collector, you have two simple ways to share the invoice.
How to Share an Invoice
- Direct Email (with Payment Link): You can send the invoice directly from yatelier to the client's inbox. This email automatically includes a secure Payment Link and attaches the invoice as a PDF file.
- Download PDF: If you prefer to hand over a physical copy in the gallery or send it through your own personal email, you can simply download the PDF directly to your computer.
It is crucial to understand what happens in the system the moment you share or download an invoice.
If you share a Draft invoice, yatelier automatically converts it into an Issued invoice. When this happens:
- Inventory is Protected: The system instantly updates the status of the artworks on that invoice to Reserved. This prevents other staff members from accidentally offering the same piece to someone else.
- The Invoice is Locked: Once an invoice is issued, it becomes an official financial document. It can no longer be edited.
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Once you click send or download, the invoice is locked in.
So: always double-check your prices, discounts, and custom Service Catalog additions while the invoice is still in "Draft" mode.
