Easily create invoices and email to clients, view and mange payment status or collect payments online.
- Compliance with both US and European invoicing formats
- Issuing invoices in various currencies (regardless of your account default currency setting)
- Defining different tax amounts per item/line
- Entering negative amount/discount rate per line item
Note: You have an option to allow clients to pay for the invoice online via your Stripe or Paypal account. In order to enable online payments, navigate to Settings> Payments.
Creating a New Invoice
To start creating a new invoice, select the Inbox or Payments option from the left navigation pane.
Then click on the New> Invoice> Select a client from your list or Create a new client.
Alternatively, you can first find the specific client you wish to sent the invoice to, under the Clients page, and then click on New> Invoice for the specific client. The client's information will be automatically populated in the invoice.
Customizing the Invoice
Your invoices will always include your business logo, name and address as configured on your Business Info settings.
The following fields can be customized for each individual invoice:
- Business address - You can edit your business address to be different from the one set in your Account Settings without affecting the latter.
- Currency - Can be different from the one you have set in your Account Settings
- Purchase order - Optional (Suggested usages -For a shipping or purchase order)
- Issue and due date - If the client does not pay by the specified date, the system can remind the business to follow up with the client. Check your configuration for this via Settings > Payments.
- Notes - Can be Terms of Service, hyperlinks, description of services, etc.
- Offer client to pay online - Enabling this option will give the clients the option to pay for the invoice online. Clients can pay with any Credit Card or with PayPal.
Adding an item to your invoice
Clicking on the Add Item button within your invoice will open the following window
Service or Product - Select the relevant service from the predefined services you set in your Services settings or type any other service or product.
Description - Type any description you might want to add to the service.
Quantity and Price - Set a price and quantity to the chosen service. If you have set a price for the service in the Services settings it will be auto-populated.
Discount - Set a percentage discount to the item/service you’ve added. If you would like to add a fixed amount discount, you can simply add another line item called "Discount" and set a negative amount.
Tax - Define a tax for the item/service added by clicking on it . Note: Once you set the tax it will be saved for future invoices so you could reuse it.
On the invoice itself, we aggregate the tax value of all items per tax type and the grand total will be automatically calculated:
Clicking each item will enable editing it, while clicking the icon will delete it.
Once you've completed the invoice, you can choose to Save Draft for future editing or if you would like to issue the invoice without sending it to the client. Or you can click on Send and the invoice will be sent to your client over email.
Cancel will discard the invoice.
Additional Invoice Management Options
After an invoice was sent or saved, you can take additional actions.
Visit the Payments Summery page to view all your invoices and their status. Click on any invoice to view and manage it.
For each invoice you can (top menu):
View invoice - Will open a new with with the invoice display as the client will see it online. The client will have an option to Print or Pay (If you have enabled online payments). Those options are also available to the business and are useful in different ways:
Print - you can choose to print wither hard copy or select the print destination "save as a PDF" to save a digital copy.
Pay - The Pay button will lead you to the page where you can submit a payment. This option is useful to the business as well, in case they have the client's billing information and would like to assist them with the payment.
View Conversation - Allows you to view the communication you have with the client, which is associated with the specific invoice.
Copy Invoice - Allows you to copy the chosen invoice and send it to another customer (the copied invoice will include the new chosen customer details).
Depending on the invoice status you will also he the following options:
Archive - Arching an invoice will remove it from your payments summery page
Edit Invoice - If the invoice was not yet paid you have an option to edit it
Cancel - You can cancel unpaid invoices
Approve Draft - Selecting this option will switch the invoice from a Draft status to Open status. You will have the option to also send it to the client.
Mark as Paid - This option is available for Open invoices. Will add a "Paid" stamp on the invoice that will be visible to you and the client and the payment option will be disabled for the client.
The invoice will be considered as Paid and you will be able to specify how the payment was settled.
Send Reminder - This option is available for Overdue or Open invoices. Will send the client a reminder to complete the payment for the invoice.
Details - Will specify the invoice status including - Staff member, Creation date, Payment date, Payment method etc