Use the Current User's Signature on Invoice Emails From Odoo

When multiple employees send customer invoices, the email signature should represent the person actually communicating with the customer—not necessarily the salesperson assigned to the invoice.

By default, Steersman’s invoice email template always included the assigned salesperson’s signature. This often caused confusion when accounting staff, customer service representatives, or other users sent invoices on behalf of the sales team. Customers would receive an email signed by someone they had never communicated with, making replies and follow-up conversations less clear.

Steersman’s Use Current User’s Signature for Invoice Emails feature solves this problem by allowing invoice emails to automatically use the signature of the user who clicks Send, while preserving existing behavior for organizations that prefer the salesperson’s signature.

Why This Feature Exists

In many organizations, the person responsible for creating a sales order is not the same person responsible for sending invoices.

For example:

• A salesperson creates the order.
• The accounting department reviews the invoice.
• An accounting clerk sends the invoice to the customer.

Without this customization, the invoice email would still contain the salesperson’s signature, even though the accounting clerk actually sent the email. This could cause confusion when customers replied or attempted to contact the sender.

How It Works

When the feature is enabled, Odoo inserts the signature from the profile of the user sending the invoice email instead of the signature from the assigned salesperson.

This affects the email body only.

The invoice PDF itself is unchanged.

The signature is added at the time the email is sent, so it is not visible while editing the email, previewing the template, viewing the PDF, or reviewing the chatter message. To verify the signature being used, send a copy of the invoice email to yourself and inspect the received email.

Configuration

The feature is controlled by a company setting.

Navigate to:

Settings → General Settings → Discuss

Enable:

Use Current User’s Signature for Invoice Emails

When enabled:

• Invoice emails use the signature of the user sending the email.
• Different users sending the same invoice will each send it with their own signature.
• The behavior applies to manually sent invoice emails and was designed to work with automated invoice emailing workflows, including Invoice on Delivery.

When disabled:

• Invoice emails continue using the existing salesperson signature behavior.

Important Notes

There are several important behaviors to understand:

The signature is not displayed in the email editor.

• It is not displayed in the email template.
• It is not included on the printed invoice PDF.
• It is not visible in the chatter message.

Instead, the signature is inserted only when the email is actually generated and sent.

Example

Assume:

• Salesperson: John Smith
• Accounting User: Sarah Jones

Sarah opens John’s invoice and clicks Send & Print.

With the feature disabled, the customer receives an email signed:

• John Smith

With the feature enabled, the customer receives an email signed:

• Sarah Jones

This allows customers to immediately know who actually sent the email and who they should contact with invoice-related questions.

Benefits

This customization provides several advantages:

• Invoice emails accurately identify the person sending them.
• Customers receive consistent communication from the individual handling billing.
• Accounting and customer service teams can send invoices without appearing to impersonate the salesperson.
• Organizations can enable or disable the behavior through a simple company setting, making the feature flexible for different business processes.