Email & Notifications
BillCraft AI sends transactional emails on your behalf when you send invoices, estimates, and payment reminders. Here's what gets sent, how the sender address works, and how to configure automated reminders.
Sender address
By default, every client-facing email — invoices, estimates, proformas, and reminders — sends from an address at billcraft.aakasa.dev. Owners and admins can set the prefix (the part before the @) once for the whole organization under Settings → Organization → Sender Email Address — every team member's sends use the same address, so clients see one consistent identity for your business regardless of who on your team hits send.
The email display name shown to clients is your business name from Settings → Organization. Clients see something like "Acme Studio <invoices@billcraft.aakasa.dev>".
If you'd rather send from your own domain entirely — your real business email address, not a billcraft.aakasa.dev one — connect your Google Workspace or Microsoft 365 mailbox instead. See Custom Email Sending for setup. When a custom mailbox is connected, it takes priority over the billcraft.aakasa.dev address for client-facing documents.
Emails BillCraft sends
| Triggered by | Recipient | Subject | Content |
|---|---|---|---|
| Send Invoice | Client | Invoice [#] from [Your Business] | PDF invoice attached; link to view online. |
| Send Estimate | Client | Estimate [#] from [Your Business] | PDF estimate attached; link to accept or reject. |
| Send Reminder | Client | Reminder: Invoice [#] from [Your Business] | Payment reminder with invoice details and payment instructions. |
| Automated reminder (cron) | Client | Reminder: Invoice [#] from [Your Business] | Same as manual reminder — sent automatically on the configured schedule. |
CC addresses
You can add CC email addresses to each client record under Clients → [Client] → Edit. Any address listed there will automatically receive a copy of every invoice and reminder sent to that client. This is useful for adding a client's accounts payable team or a project manager.
Automated reminders
BillCraft can send reminder emails automatically based on each invoice's due date — no manual action required. Automated reminders are triggered by a scheduled cron job that calls BillCraft's reminder endpoint daily at a time configured by your administrator.
Each reminder is sent only once per invoice per trigger point (e.g. "7 days before due"). If an invoice is already paid or cancelled when the cron runs, no email is sent.
For the full list of available trigger points and cron setup instructions, see Payments.
Invoice view tracking
When a client opens the invoice link from an email, the invoice status automatically updates from Sent to Viewed. You'll see this reflected in your invoices list and on the invoice detail page — no setup required.