Invoice delivery by email, as a message from your company
What lands in your client's inbox should come from your company. That software sits behind it is none of their business.
- No foreign logo
- Your own text with placeholders
- Delivery failures reported
- Fromyour company
- To
- Subject
- 7Placeholders in your own email templates
- 0Mentions of us in the message to the client
- 1Email per recipient, even on a bulk send
- BusinessThe plan from which sending uses your own domain
- TwiceDelivery failures reported: in the app and by email
How sending works in Volk Accountant
Invoices and quotes are sent by email directly from Volk Accountant, with the PDF attached and free control over recipient, copy address, subject and body text. The message carries no Volk Accountant branding: it looks like an ordinary email from the company, with that company's name as the sender. Your own email templates hold placeholders for number, client, amount, date, company, due date and the acceptance link. The language of the email follows the language of the document, not the interface. If a message fails to arrive, a notification appears in the app and an email follows. On a bulk send, several invoices to the same recipient are combined into one message. Sending through your own domain is included from the Business plan.
The sender is your company
An invoice email with somebody else's logo gives away two things: that you use software, and which one. Neither is the recipient's business.
The placeholders in a template fill themselves at send time: number, client, amount, date, company, due date, and on quotes the acceptance link. You write a template once, and every message afterwards carries the right content.
On a bulk send, several invoices to the same recipient are combined into one message. Four emails in a row to the same accounts department is not a service. It is four items somebody there has to handle separately.
- Recipientfrom the client record or typed
- Copy addressoptional
- Subjectfrom the template or one-off
- Body textwith placeholders
- Attachmentthe PDF, automatically
- Languagefollows the document
Subject and body come from an email template with placeholders for number, client, amount and due date. They are set up under templates.
What happens when an email does not arrive
The quietest failure in billing: the invoice counts as sent but is sitting on nobody's desk. It surfaces when you chase payment.
- 1
Delivery fails
The receiving server rejects it or does not answer. That happens more often than people think. A typo in the address, a full mailbox, a spam filter.
- 2
Two routes to you
A notification appears in the app, and an email goes to you as well. Two routes, because one of them gets missed.
- 3
You fix it
Change the address and send again. The invoice itself is unchanged, with the same number.
What is not recorded is whether the client opened the message. Open tracking puts an invisible image into every email; it is deliberately not built in, for data-protection reasons.
A delivered invoice is not yet a paid one. Anyone wanting the recipient to pay straight from the email will find that under online payments.
Your own logo at other providers
Making the invoice look like your own company is a higher-tier feature at some providers. Every figure comes from the provider's own public pages.
| Volk Accountant | Cybooks | Sumly | Balabook | Accountly | TidyBooks | BTMS | QuickBooks | Xero | Billino | |
|---|---|---|---|---|---|---|---|---|---|---|
| Own logo and own invoice templates | own logo and own templates | not published | not published | not published | from Growth, €49/month | not published | not published | not published | not published | not published |
| Sending from your own mail serverInvoices go out from your own sending address, not the provider’s. | from Business, €49/month | not published | not published | not published | from Growth, €49/month | not published | not published | not published | not published | not published |
At Accountly, your own logo together with your own invoice templates costs the move to the Growth plan at €49 a month. We include it on every plan; what Business adds is sending through your own domain. A different thing from how the document looks.
Where a dash appears, the provider publishes nothing on that point. The full comparisons are in the provider overview.
What this feature does not do
We put this in writing because it affects the decision. Finding out after you have paid means you bought the wrong tool.
- No open tracking. Whether the client opened the message is deliberately not recorded.
- No automatic dunning. Sending sends; it does not chase outstanding invoices on its own.
- Sending through your own domain starts on Business. On Starter the message leaves over our sending route, still carrying your name as the sender.
Questions that come up before you start
Can the client tell the invoice came from Volk Accountant?
No. The email to your client carries no Volk Accountant branding and looks like an ordinary message from your company, with your company name as the sender. No other provider name appears in the subject, the body or the footer.
What happens when an invoice email does not arrive?
Volk Accountant tells you, both as a notification in the app and by email. You learn about an undeliverable invoice the same day rather than weeks later when you work through the outstanding items.
Can I send from my own domain?
From the Business plan, yes. On Starter the message leaves through our route but still carries your company name as the sender. The visible difference for the recipient is the technical sender address, not the look of the message.
Is it recorded whether the client opened the email?
No, and that is a decision rather than a gap. Volk Accountant deliberately puts no tracking pixels in client emails. What is reported is delivery: if a message fails to arrive you hear about it, but whether it was read you do not.
What goes with this
Further reading
InvoicingWhat has to be on a Cyprus invoice
The mandatory fields are not in the VAT Law. They are in a regulation from 2001. Read it closely and two things that every guide claims turn out not to be required at all.
ComparisonWhich accounting software is best for Cyprus?
There is no single best one. There is one that fits your case, and the question that decides it is not the price.
Self-employedSelf-Employed in Cyprus: Contributions, Tax and Deadlines
Anyone working for themselves in Cyprus pays contributions not on what they earned, but on an amount the law assigns to their occupation. That is the rule that surprises people most.
Send an invoice to your own address
Start free for 14 daysChecked 2 October 2026