The send dialog is how you get a quotation, invoice, voucher or itinerary out of TravelFlow and to the client. It generates the PDF, then pushes it out over the channels you tick, and writes a delivery record behind the scenes. Two channels actually work today; the other two are wired up but not yet configured.
Sending a Document
- Open the document detail page — a quotation, invoice, voucher or itinerary — and click the blue Send button. The label reads Send Quotation, Send Invoice, Send Voucher or Send while the document is still a draft, and Forward once it has already gone out. On a sent invoice there is also a separate Resend button.
- Check the Recipient Information. Name and email are pre-filled from the document, but Name is required in every case — the dialog refuses to send with “Please enter recipient name” if it is blank. Phone and WhatsApp number are only required if you tick those channels.
- Email goes only to the customer's own address: the one on the document, or the current one on their client record. Any other address is refused with “This address is not the customer's address on the document or their client record. Correct it there first.” If the address on an issued invoice or voucher is out of date, update the client record and send again.
- As you type an email, the app looks it up against registered users. You will see either Registered user — In-App delivery available or External client — Email delivery recommended.
- Pick your Delivery Methods (see below). Email is ticked by default; In-App is added automatically when the recipient is already known to be a portal user.
- Optionally add a Custom Message (Optional) that appears alongside the document: plain text, up to 1,000 characters.
- Click Send Document. The button shows “Sending...” while it runs, then a green “Document sent successfully!” panel, and the dialog closes itself after two seconds. If one channel did not go — for example the email was refused while the in-app notice went — the dialog says “Delivered, but not by every channel” with the reason instead.
The Four Delivery Channels
- Email — sends the document as a PDF attachment, branded with your agency name. This is the one that reaches clients who are not portal users. TravelFlow writes the email itself from the document, sends it to the customer's address only, once per delivery, and records each email in the audit log. Each person can email up to 100 documents a day; past that the dialog says the daily limit is reached, and in-app delivery still works.
- In-App Notification — drops a high-priority notification into the recipient's portal with a View Document link, and makes the document appear on the Received tab of their Documents page. The checkbox is greyed out with “Recipient is not a registered user” unless the email matched a user account.
- WhatsApp — not configured. The channel is recorded as pending with “WhatsApp delivery channel not yet configured”; nothing is actually sent.
- SMS — not configured either, and recorded the same way.
In-App is the mechanism behind client document delivery in the portal. If the client has a TravelFlow login, tick it as well as Email — email alone will not put the document on their Received tab.
Document Types
- Quotation — priced proposal. Sending a draft quotation also flips its status to sent.
- Invoice — billing document with line items and VAT.
- Voucher — booking confirmation for the client.
- Itinerary — day-by-day trip plan, from the itinerary detail page.
Delivery Status
Each delivery record carries a per-channel status and one overall status, drawn from pending, sent, delivered, failed and read. The overall record is marked sent if at least one channel succeeded. A failed email alongside a successful in-app notification therefore still reads as sent overall; the send dialog tells you at the time that the email did not go, so read its message before closing it.
Resending
Reopening the send dialog (via Forward, or Resend on a sent invoice) lets you change the recipient details and channels before sending again. The email address must still be the customer's own, on the document or their client record.