Send Invoice Workflow Action in Sparkforge

By Sparkforge Support Team ·Last reviewed May 3, 2026

Add the Send Invoice action to a workflow, pick the From User, template, payment mode (Live or Test), and channel (Email, Text, or both). Use Test mode to validate without charging the contact.

The Send Invoice workflow action sends a one-time invoice to a contact when the workflow reaches that step. Pick a template, choose Live or Test mode, and deliver via Email, SMS, or both. Use it to bill on stage changes, form submissions, or any onboarding step where consistent invoicing matters.

What the action does

It generates a one-time invoice from the template you select and delivers it through the channel(s) you pick. Live mode creates a real, payable invoice through your connected gateway. Test mode is for sandbox validation without charges.

Why automate invoicing

Faster collections: invoices fire at the moment the workflow says they should (won deal, form submitted, onboarding step).
Consistent template, branding, and tax application on every invoice.
Channel choice per scenario: Email only for repeat customers, both for new ones, etc.
Execution logs let you see whether the action ran and whether the invoice paid.
Test mode catches misconfigured flows before you charge anyone.

Prerequisites

Permissions: the user configuring the workflow needs sub-account permission to edit workflows and access Payments and Invoices.
Templates: at least one invoice template configured under Payments > Invoices > Templates.
Gateway: a payment gateway connected and active for Live mode (or supporting Test mode if you're validating).
Contact data: the contact needs the channel you're using—a valid email, a phone number, or both.

Setup steps

Sign in to the sub-account.
Go to Automations > Workflows.
Open an existing workflow or create one.
Add a trigger that fits the invoice scenario (Pipeline Stage Changed, Opportunity Status Changed, Form Submitted, etc.).
Click + to add an action and search for Send Invoice.
Pick the From User and the Invoice Template.
Choose Payment Mode: Live for real charges, Test for sandbox validation.
Choose Channel: Email, Text, or Email & Text. Default is Email & Text.
Click Save Action.
Test the workflow. Once verified, publish.

Frequently Asked Questions

What's the difference between Live and Test mode?

Live creates a payable invoice through your connected gateway. Test is for dry runs and link validation without charging. Gateway behavior in test can vary, so still validate the result.

What if I pick Email & SMS but the contact only has email?

Sparkforge sends through whatever channel is available. Make sure the contact has both email and phone before relying on dual delivery.

Do I need to choose a template every time?

Yes, explicitly. If you rely on the default, double-check which template is set as the default in the Invoices module so you don't ship a surprise.

Where do I see whether the invoice sent or got paid?

Check Execution Logs for the Send Invoice step and Payments > Invoices for status (Sent, Viewed, Paid).

Can I send different templates based on conditions?

Yes. Branch the workflow with conditions and add a separate Send Invoice action in each branch with its own template.