PDF & Email Delivery

Invoice PDF

Every invoice can be downloaded as a professional A4 PDF. The PDF includes:

• Your business name, logo, and contact information
• Invoice number and date
• Customer name
• Line item table with quantities, unit prices, and totals
• Subtotal, tax, discount, and grand total breakdown
• Payment status

PDFs reflect your branding configured in Settings > Business Profile — including your uploaded logo and business address.

How tax is named

Every PDF, hosted invoice page, receipt and credit note uses your tax’s name, from your business country or your own override: “GST”, “MwSt.”, “Sales tax”, or “Tax” if no country is set. When you have a tax ID, it is printed near the header with its local label (“ABN: 53004085616”, “USt-IdNr.: DE136695976”).

In Australia and Singapore, an invoice from a merchant with a tax ID is titled Tax Invoice, the wording those tax authorities expect.

Note

The name, ID label, tax ID and title are stored on the document when it is issued. Changing your country or number later never alters an invoice or credit note you have already sent: re-downloading its PDF shows what the customer received. Drafts follow your current settings. Invoices issued before this feature existed keep their original wording (“Tax”, no “Tax Invoice” title), even after you set your country. If sending fails and the invoice goes back to draft, nothing is stored, so it picks up your settings when you send it again.

Itemized tax invoices

For merchants using itemized tax (formerly “VAT mode”), the PDF replaces the single tax line with:

• Your tax ID, printed near the invoice header
• The supply date, when it differs from the invoice creation date
• A breakdown grouped by rate, in your tax’s name: “Net (excl. GST)”, one row per rate/kind group (e.g. “GST @ 10% (Standard)”), and a bold “Total GST” rollup
• Exempt or zero-rated groups show their exemption note instead of a percentage

Credit notes issued against itemized invoices carry the same breakdown, so a credit note always reconciles against the invoice it corrects.

Email delivery

When you send an invoice, the customer receives an email containing:

• Invoice summary (amount due, due date)
• A prominent “Pay Now” button linking to the hosted payment page
• The invoice PDF as an attachment
• The names of any shared files, with a pointer to the invoice page. The files themselves are never attached to the email, so removing a file or making it internal takes it away from the customer as well
• A one-line note near the footer: “Keep all your bills in one place: open this invoice and save it to a free Plirin inbox.” See Bills Inbox

The inbox line is added to every email for a live invoice: the first send, a resend, a scheduled send, bulk sends, reminders and overdue notices. It is left out of test-mode invoice emails and payment-link emails, and while Plirin has the sign-up prompt switched off.

Reminders

For sent or overdue invoices, you can send a payment reminder. Open the invoice and click Send Reminder. The reminder email includes the same payment link and updated status.

Plirin tracks when the last reminder was sent so you can space them appropriately.

When the reminder goes out, a confirmation tells you where it was sent. If your customer receives your invoices in their own Plirin bills inbox, it adds: “Reminder sent to ap@example.com. They’ll also see it in their Plirin inbox.” That means the reminder will also raise the Bills count and show a toast on their dashboard, and mark the bill Reminded there. The line appears only when that is true: the customer is a verified Plirin member who has accepted you as a sender (the same rule as the In their Plirin inbox badge on the Customers page). Otherwise the confirmation is unchanged. A customer who has blocked you looks exactly like one who is not on Plirin, and test-mode invoices never reach an inbox, so neither shows the line. The same confirmation appears wherever you send a reminder from the dashboard, including the oldest overdue card on the Overview page. Whichever way a reminder is sent, including the automatic schedule and the REST API, the customer sees it in their inbox the same way, though only the dashboard’s confirmation carries this line.

Automatic reminders

In Settings > Invoicing > Auto-Reminders you can choose days, relative to the due date, on which Plirin sends reminders by itself. Automatic reminders are on paid plans. On the Free plan the section is locked and you send reminders from the invoice instead; if you move to Free from a paid plan, your chosen days are kept and shown as paused (you can clear them), and automatic reminders start again when you upgrade.