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Workflow Action - Send Invoice

Learn how to configure GHL Customer Care’s Send Invoice workflow action, choose templates, channels, and modes, and track status for faster, reliable billing.

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  1. Key Benefits of Send Invoice Action
  2. Prerequisites
  3. How to Setup the Send Invoice Action in Workflows
  4. Frequently Asked Questions
  5. Related Articles

Automate invoice delivery directly from your GHL Customer Care workflows. This action sends a one‑time invoice via email, SMS, or both using your selected invoice template and payment mode. This article shows how to setup and use the Send Invoice Action in GHL Customer Care workflows

TABLE OF CONTENTS

What is the Send Invoice workflow action?

The Send Invoice action creates and delivers a one‑time invoice to the contact when a workflow reaches this step. This action connects your invoice templates with workflow automation so billing happens consistently and on time. Choose which template to send, who it comes from, and which channel(s) to use. Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.

Key Benefits of Send Invoice Action

  • Faster collections: trigger invoices at the exact stage (won deal, form submit, onboarding step) without manual work.

  • Consistency: ensure every invoice uses the correct template, branding, and taxes.

  • Flexibility: choose Email, SMS, or both, and select a specific template for each scenario.

  • Observability: monitor workflow execution and payment status to keep teams aligned.

  • Testing safely: validate flows using Test mode before charging customers.

Prerequisites

Preparing the account avoids common setup errors and ensures invoices send successfully from day one.

  • Permissions: Users configuring workflows should have sufficient sub‑account permissions to edit workflows and access Payments/Invoices. See User Roles & Permissions (Sub‑Account).

  • At least one invoice template: Create or confirm templates are available. See Create Invoice Templates & Automatically Send via Workflow.

  • Payments gateway connected: Ensure your gateway is connected and ready for Live transactions (or supports Test if you are validating flows).

  • Contact data: The contact must have the required delivery channel(s): a valid Email and/or Phone number depending on your selection.

How to Setup the Send Invoice Action in Workflows

Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes.

  1. Log in to your sub-account.

  2. Go to Automations > Workflows.

    Step 2 of 10: Go to Automations > Workflows What this shows Step 2 of 10: Go to Automations > Workflows. What this shows Shows where to go for step 2 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". This screenshot accompanies step 2 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". At this point in the walkthrough you go to Automations > Workflows. For context, this section explains: Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes. The navigation path used here is Automations > Workflows. The next step is to create a new workflow or open an existing one. Step 2 of 10Path: Automations > WorkflowsImage 1 of 6 Where to goGo to Automations > Workflows.
    Buttons and menus referenced Automations > Workflowsnewworkflowopenexisting+ Add New Triggertrigger+addActionSend InvoiceFrom
    Next stepCreate a new workflow or open an existing one.
    All 10 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows. this image
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    5. Click + to add an Action and search for Send Invoice.
    6. Select From User and Invoice Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    9. Click on Save Action.
    10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.
     

  3. Create a new workflow or open an existing one.

    Step 3 of 10: Create a new workflow or open an existing one What this shows Step 3 of 10: Create a new workflow or open an existing one. What this shows Shows what this covers for step 3 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". This screenshot accompanies step 3 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". At this point in the walkthrough you create a new workflow or open an existing one. The navigation path used here is Automations > Workflows. The next step is to click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.). Step 3 of 10Path: Automations > WorkflowsImage 2 of 6 What this coversCreate a new workflow or open an existing one.
    Buttons and menus referenced newworkflowopenexistingAutomations > Workflows+ Add New Triggertrigger+addActionSend InvoiceFrom
    Next stepClick on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    All 10 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one. this image
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    5. Click + to add an Action and search for Send Invoice.
    6. Select From User and Invoice Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    9. Click on Save Action.
    10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)

    Step 4 of 10: Click on the + Add New Trigger button to add a trigger that correlates… What this shows Step 4 of 10: Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed… What this shows Shows what to click for step 4 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". This animation accompanies step 4 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". At this point in the walkthrough you click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.). The navigation path used here is Automations > Workflows. The next step is to click + to add an Action and search for Send Invoice. Step 4 of 10Path: Automations > WorkflowsImage 3 of 6 What to clickClick on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    Buttons and menus referenced + Add New TriggertriggerAutomations > Workflowsnewworkflowopenexisting+addActionSend InvoiceFrom
    Next stepClick + to add an Action and search for Send Invoice.
    All 10 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.) this image
    5. Click + to add an Action and search for Send Invoice.
    6. Select From User and Invoice Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    9. Click on Save Action.
    10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  5. Click + to add an Action and search for Send Invoice.

    Step 5 of 10: Click + to add an Action and search for Send Invoice What this shows Step 5 of 10: Click + to add an Action and search for Send Invoice. What this shows Shows what to click for step 5 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". This animation accompanies step 5 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". At this point in the walkthrough you click + to add an Action and search for Send Invoice. The navigation path used here is Automations > Workflows. The next step is to select From User and Invoice Template. Step 5 of 10Path: Automations > WorkflowsImage 4 of 6 What to clickClick + to add an Action and search for Send Invoice.
    Buttons and menus referenced +addActionSend InvoiceAutomations > Workflowsnewworkflowopenexisting+ Add New TriggertriggerFrom
    Next stepSelect From User and Invoice Template.
    All 10 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    5. Click + to add an Action and search for Send Invoice. this image
    6. Select From User and Invoice Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    9. Click on Save Action.
    10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  6. Select From User and Invoice Template.

  7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.

  8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
     

  9. Click on Save Action.

    Step 9 of 10: Click on Save Action What this shows Step 9 of 10: Click on Save Action. What this shows Shows how to confirm for step 9 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". This screenshot accompanies step 9 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". At this point in the walkthrough you click on Save Action. For context, this section explains: Follow these steps to add the action to a workflow and configure it for consistent, predictable outcomes. The navigation path used here is Automations > Workflows. The next step is to test the workflow to make sure everything is setup correctly. Publish and Save the workflow. Step 9 of 10Path: Automations > WorkflowsImage 5 of 6 How to confirmClick on Save Action.
    Buttons and menus referenced Save ActionAutomations > Workflowsnewworkflowopenexisting+ Add New Triggertrigger+addActionSend Invoice
    Next stepTest the workflow to make sure everything is setup correctly. Publish and Save the workflow.
    All 10 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    5. Click + to add an Action and search for Send Invoice.
    6. Select From User and Invoice Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    9. Click on Save Action. this image
    10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

  10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow.

    Step 10 of 10: Test the workflow to make sure everything is setup correctly. Publish… What this shows Step 10 of 10: Test the workflow to make sure everything is setup correctly. What this shows Shows how to confirm for step 10 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". This screenshot accompanies step 10 of 10 in the "How to Setup the Send Invoice Action in Workflows" section of "Workflow Action - Send Invoice". At this point in the walkthrough you test the workflow to make sure everything is setup correctly. Publish and Save the workflow. The navigation path used here is Automations > Workflows. Step 10 of 10Path: Automations > WorkflowsImage 6 of 6 How to confirmTest the workflow to make sure everything is setup correctly. Publish and Save the workflow.
    Buttons and menus referenced TestworkflowPublishSaveAutomations > Workflowsnewopenexisting+ Add New Triggertrigger+add
    All 10 steps in this procedure
    1. Log in to your sub-account.
    2. Go to Automations > Workflows.
    3. Create a new workflow or open an existing one.
    4. Click on the + Add New Trigger button to add a trigger that correlates to the Send Invoice Action (e.g., Pipeline Stage Changed, Opportunity Status Changed etc.)
    5. Click + to add an Action and search for Send Invoice.
    6. Select From User and Invoice Template.
    7. Select Payment Mode - Use Live mode for real payments and Test mode for non‑chargeable, sandbox validation.
    8. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
    9. Click on Save Action.
    10. Test the workflow to make sure everything is setup correctly. Publish and Save the workflow. this image

Frequently Asked Questions

Q: What’s the difference between Live and Test modes?

Live creates a payable invoice using your connected gateway. Test is intended for dry‑runs and link validation without charging. Gateway test behavior can vary—validate before relying on results.

Q: What happens if I choose Email & SMS but the contact only has email?
Only Email will be sent in this scenario. The message can only be delivered via available channels. Ensure the contact record has the needed fields (email and/or phone) before enabling both. 

Q: Do I need to pick a template every time?
It’s best practice to explicitly select a template in the action. If you rely on a default, verify which template is set as default in the Invoices module to avoid surprises.

Q: Where do I track whether the invoice was sent or paid?
Check the Execution Logs for the Send Invoice step and Payments → Invoices for invoice status (e.g., Sent, Viewed, Paid).

Q: Can I trigger different templates based on conditions?

Yes. Branch your workflow with conditions and add separate Send Invoice actions, each pointing to the appropriate template.

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