Invoices
An invoice has three statuses: draft while being built, sent once emailed to the client and paid once the balance reaches zero.
A sent invoice past its due date is shown as overdue. It stays overdue until it is paid.
Creating an invoice
Press New invoice.
| Field | Notes |
|---|---|
| Client | The company billed. Required |
| Contact | The recipient. Narrows to the selected company's contacts |
| Issue date | Defaults to today |
| Due date | Defaults to 30 days from today. Cannot precede the issue date |
| Subject | For example, “Website redesign” |
| Notes | Pre-filled from the account's default note |
Invoice numbers are assigned sequentially per account and displayed as INV-0001. The number and status are not editable.
The currency comes from account settings and is not set per invoice.
Line items
Add lines using the row at the bottom of the invoice.
| Field | Notes |
|---|---|
| Add a line | Description. Required |
| Qty | |
| Unit price | |
| Disc. % | Discount on this line |
| Tax rate | A configured rate or “No tax”. The account default is pre-selected |
Press Add line. While the invoice is a draft, lines can be edited, deleted and dragged into order.
Totals
Each line is calculated separately: quantity multiplied by unit price, less the line's discount. Tax is calculated per line on the result, not on the invoice subtotal.
The totals block shows Subtotal, Discount when above zero, one row per tax rate by name, Total, Amount paid and Balance due.
The tax rate is stored on the line when selected. Changing a rate in settings does not alter existing invoices (see Tax rates).
Sending an invoice
Press Send invoice on a draft. This marks the invoice sent, freezes its figures and emails the client.
The email has the subject “INV-0001 from your company”, states the balance and due date, includes a View the invoice button linking to the public page and attaches the PDF.
Sending is refused when:
- your email address is unverified
- the invoice has no line items
- the billing contact has no email address
- the invoice has already been sent
- the recipient address has previously hard-bounced
A bounced delivery shows a failure banner and a Resend invoice button.
After sending
Sent invoices cannot be edited or deleted. To correct one, record what happened and raise a new invoice.
Three buttons appear on a sent invoice:
- Copy link: the client's link to the invoice
- View & print: the client's view
- PDF: download
The invoices list
Tabs: All, Draft, Sent, Overdue, Paid. The Home dashboard links into these tabs.
The Recurring tab holds repeat billing (see Recurring invoices). Configure, owner-only, holds invoice defaults, client payments and reminders (see Getting paid).
Deleting
Only drafts can be deleted.
Next
- Getting paid: the public invoice page, card and ACH payments, recording payments and reminders.
- Recurring invoices: scheduled billing.
- Tax rates: configuring the rates used on lines.