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Invoices and estimates

How to create and send an invoice to a customer

In Payments › Invoices & Estimates, click New › New Invoice, choose the customer, add the products and click Send. The customer gets a link by email or text to pay online.

Updated on

Before you start

  • For customers to pay online, connect a payment provider (for example, Stripe) in Payments › Integrations. Without one, invoices still work, but you'll need to record payments manually.
  • The customer must exist in Contacts with an email or mobile number.
  • Recommended: create your products in Payments › Products and your tax rates in Payments › Settings › Taxes.
Where to find it

Payments › Invoices & Estimates › All Invoices › New › New Invoice

Step by step

Set the details shown on every invoice (one time)

  1. In Payments › Invoices & Estimates, choose All Invoices and click Settings.
  2. Under Business Information, add your logo, name, phone, address and website.
  3. Under Email Configuration, enter the name and email address invoices are sent from.
  4. Under Payment Settings, set how many days until invoices are due and the invoice number prefix.
  5. Under Reminders, review the automatic payment reminder (email and text wording and frequency). Click Save.

Create and send the invoice

  1. In Payments › Invoices & Estimates, choose All Invoices.
  2. Click New and choose New Invoice.
  3. Select the customer and check the invoice number, issue date and due date.
  4. Click Add an item and choose the product. Adjust price and quantity if needed.
  5. (Optional) Click Add discount below the subtotal, choose a flat amount or percentage and save.
  6. (Optional) Click Add Tax and choose the tax rate, or turn on automatic tax.
  7. (Optional) Click Add Payment Schedule to split it into installments (by percentage or fixed amount, each with its own date).
  8. (Optional) Under Additional Options, add terms and conditions, late fees, tipping or an attachment.
  9. Click Send, choose Email and/or Text and confirm.
  10. To share the link another way (for example, WhatsApp), use Copy Link from the invoice's three-dot menu.

Check whether the invoice is paid

  1. In Payments › Invoices & Estimates, look at each invoice's status (for example, sent, paid, overdue).
  2. Use the status and date filters to find an invoice.
  3. Invoice payments also show in Payments › Transactions.

Tips

  • To try it out, use the advanced send options and choose test mode. Switch back to live mode before billing customers.
  • If an invoice is due in less than 3 days, remove the "3 days before" reminder on that invoice.
  • For charges that repeat every month, use a recurring invoice.

Common problems

  • The customer says they can't pay online → Check that Stripe (or another provider) is connected in Integrations and that the invoice wasn't sent in test mode.
  • The customer didn't get the invoice → Check the contact's email and mobile, ask them to look in spam, or copy the invoice link and send it from Conversations.
  • The tax rate I want isn't listed → It doesn't exist yet. Create it in Payments › Settings › Taxes and go back to the invoice.
  • I was paid in cash or by bank transfer → Open the invoice and record the payment manually so it shows as paid.

Frequently asked questions

Can I backdate the issue date?

Yes, on one-time invoices you can change the issue date. On recurring invoices you can't.

Can I accept partial payments?

Yes. Turn on partial payments in Payment Settings and set the minimum percentage for each payment.

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