Write a letter (free-text supporting document)

A Letter is the free-text supporting document in the Invoicing module: a title, subtitle, message, and locale, with no line items, prices, or VAT. It sits alongside your invoices and moves through the same Draft, Issued, and Voided stages, but it carries no money and no payment status. Reach for it when you need a numbered, PDF-rendered, send-by-email document that's pure text, like a cover note, a thank-you, or a formal customer communication.

Before you start

• Configure Issuing details for your company. The same one-time setup required before invoices also applies to letters. See Set up issuing details.
• Any workspace can create a letter, in any country.
• Decide whether the letter attaches to an existing customer and project or stands alone.
• For anything with a quantity, price, or VAT, use a Delivery Note, Purchase Order, or Offer Confirmation instead.

Write and issue a letter

1. Open the Invoicing tab in the Portal navigation.
2. Click New in the top-right. The Create new document modal opens.
3. (Optional) Pick a Contact or project if the letter belongs to a specific customer or job.
4. In the "What do you want to create?" choices, pick Letter.
5. Click Create. The letter opens in the Letter editor.
6. Fill in the fields:
   • Title. The heading of the letter.
   • Subtitle. An optional second line under the title.
   • Message. The body text. This is free-form, with no line items.
   • Locale. Sets the language of the rendered footer and the date format.
7. Your changes save automatically as you type, so there's no Save button.
8. When the letter reads the way you want, click Finalize in the editor header. The Review and finalize modal opens.
9. (Optional) Tick Send email to customer in the modal.
10. Click Issue letter. Reonic generates the PDF, assigns the document number from your letter prefix (for example L-2026-0042), and locks the document.
11. If you ticked Send email to customer, the send modal opens automatically. Otherwise use the Send via email button on the issued letter later.

Edit, void, and archive

• Draft. Fully editable. The title, subtitle, message, and locale all save automatically as you type.
• Issued. Locked. The text, the number, and the PDF all freeze. To change an issued letter, void it and write a fresh one.
• Void. If a letter was issued in error, void it. Reonic generates a voided PDF, and the next letter takes the next number in sequence.
• Archive. Works on Draft or Voided letters. To take an issued letter out of your default list view, void it first, then archive the voided document. Archiving a whole document group also archives every non-archived document inside it, the letter included; Restore group brings them all back.

Things to know

• Letters have their own numbering. The letter prefix and counter are separate from your invoice, partial invoice, and credit-note sequences. Configure them in Settings > Company settings > Invoicing > Issuing details.
• No payment status. A letter doesn't track Paid, Unpaid, or Overdue. It's a supporting document and stays out of the outstanding-balance calculation.
• No line items. Title, subtitle, message, and locale are the whole document. For anything with quantities or prices, use one of the other supporting types or an invoice.
• The locale drives the rendered language. Pick the locale that matches the recipient so the date format and footer text come out right.

Note: The email carries the Reonic-rendered PDF. To send your own terms PDF, a datasheet, or a photo alongside a letter, send it to the customer separately.

Need help?

• Step-by-step questions about this flow. Contact your Reonic account manager.
• Feature requests or something missing. Drop a note to your account manager.
• Bug reports. Include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026