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Invoices are the bills you send clients to collect payment. They work much like quotations, with the same template, line item, and sending tools, but an invoice is a request for payment rather than an offer. This guide covers what is specific to invoices. You will find Invoices in the sidebar under Finance.

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Creating an invoice

  1. Go to Invoices in the sidebar
  2. Click + Invoice (or press C)
  3. Choose a template and fill in the details
  4. Add line items
  5. Save
Invoice 1

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Filling in the invoice

The invoice form mirrors the quotation form, with a few invoice-specific fields:
  • Template and Currency
  • Date and Due date, when payment is expected
  • Tags and Sales person
  • Client and Contact
  • Project and Job, to link the invoice to work being delivered
  • Subject
Add line items exactly as you do on a quote, using Line item, Heading, and Bundle, with Qty, Rate, Discount, and Tax. The Subtotal, Discount, Tax, and Total calculate automatically. See Creating and sending quotations for the full line-item details, which are identical here. Two toggles are specific to invoices:
  • I have received the payment, to mark the invoice paid immediately if the client has already paid
  • Payment schedule, to split the invoice into scheduled installments

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Form and content views

As with quotes, switch between Form (the structured data) and Content (the document layout) at the top right. The Content editor uses merge variables such as {{Invoice.Number}}, {{Invoice.DueDate}}, {{Client.Name}}, {{Contact.Email}}, and {{Invoice.LineItems}}. These fill in automatically with the invoice’s real data when the document is generated, so your template stays reusable.

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Invoice statuses

Each invoice carries a status you can see in the list and filter by:
  • Draft, created but not yet sent
  • Sent, delivered to the client and awaiting payment
  • Paid, payment received in full
  • Overdue, past the due date without full payment
The list also shows useful columns: number, subject, date, client, Amount, Amount Excl VAT, and Output VAT, so you can see tax breakdowns at a glance. Your total count appears at the bottom (for example, “212 invoices”). To see a grand total, click Calculate next to Total in the toolbar.

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Sending an invoice

Send an invoice the same way as a quote, from the buttons at the top of the invoice:
  • Send via email delivers it to the client
  • Share a link gives the client a link to view and pay online
  • Print opens the print dialog, where you can print or save as PDF
  • Export PDF downloads a PDF copy
Sending an invoice updates its status to Sent. If the client pays online through a shared link or the portal, the payment can be recorded against it. See Setting up the client portal.

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Recording payment

When a client pays, record it against the invoice so its status and balance update. An invoice shows its Paid amount and Balance Due so you always know what is outstanding. See Payments: recording and collecting.

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Exporting invoices

To export your invoice list, use Export PDF in the top right of the Invoices page. For a single invoice, use Export PDF or Print from within the invoice.

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What to do next

  1. Record and collect payments against your invoices
  2. Set up recurring invoices for repeat billing
  3. Review proforma invoices for advance billing