> ## Documentation Index
> Fetch the complete documentation index at: https://help.tapp.shop/llms.txt
> Use this file to discover all available pages before exploring further.

# Send an invoice and collect payment

> Download or email an issued invoice, share its online payment link, follow payments and export invoices for your accountant.

After an invoice is issued, you can download its documents, email it to your customer and follow the payment. Your customer pays by card through the payment link shown on the invoice.

## Who can do this?

**Owners and Managers** can download, send and export invoices and create payment links for their shop. Staff cannot use invoicing.

## Where to do it

In the web app, select a shop in Germany, open **Invoices** and select the invoice number in the list. Use **Search invoice number or customer**, **Status** and **Invoice stage** to find it.

## Download or send the invoice

The buttons appear once the invoice is **Issued**.

1. Select **Download PDF** for the readable invoice, or **Download XML** for the structured invoice file.
2. To email it, select **Send invoice**.
3. Check the **Recipient email**. It starts with the customer's saved invoice email.
4. Confirm with **Send invoice**.

The email is sent in German with the PDF and XML files attached. Check **Delivery history** for each send and its status. A failed send shows **Issue failed**, with the reason below it. **Delivery requested** only means Tapp has started sending it. If a delivery failed or its result is unclear, review the delivery history before sending again.

## Collect the payment

When an amount is due, the invoice PDF includes a secure payment link, with the invoice number as the payment reference. The **Payment** panel shows **Payments received** and the **Outstanding balance**.

1. If the panel shows **Create payment link**, select it.
2. Select **Copy payment link** to share it, or **Open payment page** to check it.
3. Wait for the payment to be confirmed. It then appears in **Payment history**, and the balance updates.

The link opens a secure payment page in German. It works until the end of the due date, German time, and stops working after that.

Payments made another way, for example by bank transfer, cannot be recorded in Tapp, and the invoice stays **Open**.

A payment that is still being processed shows as **Authorized**. While a payment is processing, no new link is offered.

## Read the payment status

Next to **Issued**, the invoice shows its payment status:

* **Open**: an amount is still outstanding.
* **Paid**: nothing more is due. A cancelled invoice that had not been paid also shows **Paid**, because the cancellation invoice settles it. If it had been paid, it shows **Refund due**.
* **Refund due**: after credit notes, your customer has paid more than the invoice now asks for. Refund the difference.
* **Closed**: the invoice no longer accepts payments.

An invoice created from a paid order is already paid with the order's payment, so it has no payment link.

## Export for your accountant

1. On the **Invoices** page, select **Accountant export**.
2. Choose **From date** and **To date**. The range can cover up to 366 days.
3. Select **Download ZIP**.

The ZIP contains CSV files with issued invoices, VAT, confirmed payment movements and allocations, plus accounting notes. As the page states, it is a review register, not a DATEV import.

## Platform and market notes

These steps describe the web app. Your customer opens the payment page in a web browser; the page and the invoice email are in German. Invoices are available for shops in Germany and are always in euros.

## Troubleshooting

* If the download or send buttons are missing, the invoice is not issued yet. Issue the draft first.
* If creating a link fails, read the message. Once the due date has passed, a new link cannot be created. Contact Tapp support if the message stays.
* If the customer did not receive the email, check the address in the delivery history and ask them to check their spam folder.

## Related articles

* [Create and issue a business invoice](/en/history/create-and-issue-a-business-invoice.md)
* [Correct, cancel or refund an invoice](/en/history/correct-cancel-or-refund-an-invoice.md)
* [Bill a job with advance and final invoices](/en/history/bill-a-job-with-advance-and-final-invoices.md)


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