Sending: the invoice goes out

The invoice has been created and checked. Now it needs to go to the Kostenträger (cost bearer).

DolmiDesk™ sends it itself – you don't need your own mailbox or your own domain, and you don't have to download anything and attach it somewhere else.

What gets sent

Component	Source
The invoice	As a PDF with an embedded e-invoice (ZUGFeRD) – one document for both humans and accounting software.
The attachments	Everything attached to the assignment: assignment confirmations, public transport tickets, parking receipts.
Subject and body	From the Kostenträger's email template, with placeholders filled in.
Recipient	The Kostenträger's email address, plus an optional CC address.

Sending an invoice

The Versand (Sending) block in the invoice view

Open the invoice. In the right-hand panel you'll find Versand:

1. Per E-Mail senden – DolmiDesk™ sends it for you.
2. Als versendet markieren – in case you've delivered it another way.

The Versand dialog

Everything is pre-filled – and can still be edited

Field	Meaning
Von / Antwort an	Your sender details from Einstellungen → E-Mail (Settings → Email). Sending happens via DolmiDesk™ on your behalf; replies land in your own mailbox.
An	Comes from the Kostenträger. You can override it for this one message.
E-Mail-Vorlage	The Kostenträger's template – switchable if you want this message to sound different.
Betreff / Nachricht	Pre-filled from the template, with placeholders inserted. Both can be freely edited before sending.
Kopie an mich	Sends you a blind copy (BCC) to your account email address.

One click on E-Mail senden, and the invoice is on its way. The Versand block then shows Versendet am … and offers Erneut per E-Mail senden in case something still needs to be resent.

The sent record is final

Whether sent by email or marked by hand: the record can't be taken back. It's the basis for due dates and Mahnwesen (reminder management) – and for whether a reminder may be created at all.

Without email: post and portals

Some Kostenträger want paper, others have their own invoice portal. In that case, download the invoice as a PDF via Herunterladen – the file name follows the pattern from your Einstellungen (Settings) – and submit it however required.

Then click Als versendet markieren so due dates and Mahnwesen keep running correctly.

Sending automatically

If you set a Kostenträger's Rechnungs-Automatisierung to Erstellen & senden, you don't have to do anything else: as soon as an imported assignment is fully documented, the invoice is created and goes out immediately.

For that, the Kostenträger needs an email address on file – without one, this stage isn't available.

You'll know what happened

Everything the automation has done gets summarized by DolmiDesk™ in one daily email: invoices created, invoices sent automatically, reminders sent – and failed deliveries. You configure which events are included and when the email arrives under Einstellungen → E-Mail.

Sending reminders

A reminder is delivered just like an invoice: in the invoice's Mahnwesen block, each level has three actions – herunterladen, per E-Mail senden, and als versendet markieren.

If the Kostenträger has its own E-Mail-Vorlage für Mahnungen, that one is used; otherwise the normal one.

The same rule applies here: the next reminder level is only created once the previous one is marked as sent. More on this under Reminders.

And what about the accounting?

Two ways, without you shuffling files back and forth:

• Beleg-Upload E-Mail: In your Einstellungen, enter your accounting software's receipt address. Invoices and reminders will then automatically also go there.
• GoBD-Export: For your tax advisor or a tax audit, you generate a complete archive of a period under Einstellungen → Datenexport & -import – with all records, payments, reminders, and original files.

Your records are safe

Every invoice created is automatically archived in an audit-proof way. You don't have to file anything or back anything up – and you can always find every record again via the invoice list.

If sending fails

If an email doesn't get through – wrong address, full mailbox, rejecting server – you'll find out in two ways: via the Versand fehlgeschlagen notification in the daily summary, and on the invoice itself, which continues to be shown as not sent.

Then check the address with the Kostenträger and resend.

Next step

Paid or overdue? What happens after sending is covered under Invoices.