Invoice a customer and record what they pay
Bill customers with numbered invoices in your own currency and tax, turn an accepted quote into an invoice, email a link the customer pays by card from, remind them automatically, record payments in part or in full, and see what is overdue.
On this page
Open Invoices
Open Tools, then Invoices. The list shows every invoice with its customer, title, status, due date, total and what is still Owing.
Filter it with All, Draft, Unpaid, Overdue, Paid and Void, or type in Search number or title. Click an invoice to open it.
Start an invoice
Click New invoice. It gets the next number, and its dates, tax and currency start from your settings. Choose the Customer and the Site, give it a Title, and type the customer's order number in Customer reference if they gave you one.
Check the Due date, the Tax label and the Tax rate (%). Tick Prices include tax when your unit prices already include it.
Add the lines
Click Add line, or Add from price book and pick an item. For each line, type the Qty, Unit and Unit price, and untick Taxable where tax does not apply. For a discount, type a negative unit price.
Fill in Notes for a sentence above the lines, How to pay with your bank details, and Terms, then click Save. The totals are worked out again from what was saved.
Invoice an accepted quote
Open a quote marked Accepted and click Create invoice. A draft invoice opens with the quote's customer, site, title, currency and tax, and each line in the quote's total. A deposit the customer paid on the quote is already recorded as paid.
Email the invoice
Click Save, then Email invoice under Customer link. Check the address in To, type a Message or leave it empty to use your usual one, and click Send. The customer gets a button to open the invoice, with the PDF attached, and their reply comes to you. A draft invoice is marked Sent.
Every email sent about the invoice is listed under Customer link, with who it went to and when.
Send the customer a link
Click Save, then Share link under Customer link. The link is copied, and a draft invoice is marked Sent. Paste it into an email or a text message to your customer. Copy link copies it again, and the box shows Not opened yet until the customer opens it.
The customer needs no account. Their page shows the lines, what has been paid and the Amount due, with Download PDF and your How to pay details.
To send a file instead, click Download PDF, send it yourself, then click Mark as sent. The invoice shows Unpaid until it is paid, and Overdue once its due date has passed.
Take payment by card
When card payments are set up, the customer's page shows a button such as Pay $230.00 by card for the amount due. They pay on Stripe's card form, and the money goes to your own Stripe account. The payment is recorded on the invoice as Card, and the invoice reads Part paid or Paid.
Card payments have to be set up first: click Admin, then Billing, and click Set up card payments under Getting paid. Without it, the customer sees your How to pay details only.
Record a payment
Click Record payment. Amount starts at what is owed, so change it for a part payment. Set Paid on, choose the Method (Bank transfer, Cash, Cheque or Other), type a Reference if you have one, and click Record.
The payment shows under the totals. The invoice reads Part paid while some is still owed, and Paid once nothing is.
Remind the customer automatically
An admin clicks Invoice settings on the Invoices list. Type a number in Remind before due (days) to email the customer once when the invoice is that close to its due date. Type a number in Remind when overdue by (days) to email them once when it is that many days past due. Leave a box empty to send none, then click Save settings.
Email message is what an invoice email says when whoever sends it leaves the message empty.
Void or delete an invoice
An admin clicks Void and types why. A voided invoice keeps its number and can no longer be changed or paid. Click Duplicate to make a new draft with the same lines and a number of its own.
A draft that was never sent can be deleted with the bin beside Void.
Set the defaults
An admin clicks Invoice settings on the Invoices list. Set the Number prefix and Digits, how many days after the issue date an invoice falls due in Due after (days), and the How to pay and Default terms every new invoice starts with, then click Save settings.