JiffyTrade allows you to send Quotes, Invoices, and Letters directly to your clients via email.

This article explains exactly what happens when you click Send, how statuses change, and how reminders work.

📤 How to Send a Document

1. Open a document in Document Designer
2. Click Save
3. The preview modal will appear
4. Enter the recipient’s email address
5. Click Email to Client

You can also:

• Send a copy to your business email
• Attach your Terms of Service PDF (optional)

🔄 What Happens When You Send

Sending a document triggers important lifecycle changes.

Quotes

When you send a quote:

• Status changes from Draft → Sent
• The document is automatically locked
• The audit trail is preserved

A sent quote can later be:

• Converted into an invoice
• Cancelled
• Viewed, but not modified

Invoices

Invoices behave slightly differently.

When first created:

• Status is Pending

When sent:

• Status changes to Unpaid
• The document is automatically locked

Once paid:

• Status changes to Paid
• The invoice is permanently locked

Letters

Letters:

• Start as Draft
• Change to Sent when emailed
• Become locked automatically after sending

🔔 Reminder System (Invoices Only)

If an invoice is unpaid, you can send reminders.

When a reminder is sent:

• Status remains Unpaid
• The icon changes from a clock to an alert bell
• Hovering over the badge reveals reminder info

This gives you visual confirmation that:

• The client has already been reminded
• Further follow-up may be needed

🔐 Automatic Locking on Send

When a document is sent:

• It cannot be edited
• It becomes part of your audit trail
• Financial values are preserved

This prevents:

• Retroactive pricing changes
• Tax inconsistencies
• Silent document alterations

If you need to change a sent document:

• You should cancel it
• Then issue a new document

📎 Email Options

When sending, you can:

✔ Send a copy to your business email
✔ Attach Terms of Service (PDF)
✔ Preview the document before sending
✔ Download a PDF instead of sending

📊 Where Sent Documents Appear

After sending:

• The document remains in File Archive
• Status updates immediately
• It is included in filter counts
• It appears in unpaid summaries (for invoices)

🧠 Best Practice

For professional workflow:

✔ Always review in preview before sending
✔ Avoid editing documents after issuing
✔ Use reminders instead of creating duplicate invoices
✔ Convert quotes properly instead of recreating them

This ensures:

• Clean reporting
• Proper tax history
• Accurate audit trail
• Professional customer communication