Write a free-text letter

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 lives in the same Document Group as your invoices and shares the same Draft, Issued, Voided lifecycle, but it carries no money and no payment status. Reach for it when you need a numbered, PDF-rendered, text-only document you can email, such as a cover note or a formal customer communication.

Who this is for

Installer admins and account managers (editor role or higher) who want to send a formal letter with a document number and a clean PDF, attached to a Contact or project.

Before you start

• Configure Issuing details for your company in Settings > Company settings > Invoicing > Issuing details. The same one-time setup that blocks invoice creation also blocks letters. An admin sets the letter prefix and numbering there.
• You need an editor role or higher to write and issue a letter.
• Any workspace can create a letter, regardless of issuer country.
• A letter always belongs to a Contact or project, so have the customer or job it's for ready before you start.
• 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 dialog opens.
3. Pick the Contact or project the letter belongs to. You can't create a letter without one.
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. Change it here in the editor, while the letter is still a draft.
7. The text fields autosave about a second after you stop typing. There's no Save button.
8. When the letter reads the way you want, click Finalize in the editor header. The Review and finalize dialog opens.
9. (Optional) Tick Send email to customer in the dialog.
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 dialog 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 autosave 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. The number isn't reused, so the next letter takes the next number in the sequence.
• Archive. Works on Draft or Voided letters only. To take an issued letter out of your default list view, void it first, then archive the voided document. Archiving a whole document group archives every non-archived document inside it, the letter included, at the same time. Restore group brings them all back.

Things to know

• Letters have their own numbering circle. 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 not a money document, so it never enters 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.
• No attachments. The only PDF that goes out is the one Reonic renders. To send your own terms PDF, a datasheet, or a photo alongside a letter, send it to the customer separately.
• The locale drives the rendered language. Pick the locale that matches the recipient so the date format and footer text come out right.

Last updated on October 2, 2026