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Creating an invoice

An invoice is a formal request for payment from your client for services or products you’ve provided. This guide walks you through creating a new invoice step by step.

Getting Started

To create an invoice, you’ll need at least one client saved in the system. If you haven’t added clients yet, you can do this directly from the invoice creation form.

Step-by-Step Instructions

1. Start a New Invoice

  • Click the “New Invoice” button from the main menu
  • You’ll be taken to the invoice creation form
Start a new invoice

2. Select a Client

  • Use the “Client” dropdown to select who this invoice is for
  • If you need to add a new client quickly, click the “Add Client” link next to the dropdown
  • Once you select a client, additional fields will become available

3. Fill in Invoice Details

These fields help organize and identify your invoice:

  • Invoice Number: A unique identifier for this invoice (auto-generated, but you can change it)
  • Status: Set to “Draft” for new invoices (you can change this later)
  • Title: Optional description like “Website Design Project” or “Monthly Services”
  • Issue Date: The date you’re creating this invoice (usually today)
  • Due Date: When you expect payment (often 30 days from issue date)
  • Reference: Any reference code or project name for your records
  • PO Number: Purchase order number if the client provided one

4. Add Line Items

Line items are the individual products or services on your invoice. You must add at least one item.

Invoice line items
  • Item: The name of the product or service (e.g., “Website Development”)
  • Qty: How many units or hours
  • Unit Price: The price per unit or hour
  • Line Total: Automatically calculated (quantity × unit price)

Adding Multiple Items:

  • Click “Add Line” to add another item row
  • Use “Add Standard” to insert pre-saved items from your standard items list (if available)
  • Click the trash icon to remove an item

5. Optional: Add Notes and Terms

  • Notes: Add any special instructions or information for the client (e.g., “Thank you for your business”)
  • Terms: Payment terms or conditions (e.g., “Payment due within 30 days”)

6. Save Your Invoice

  • Click “Save Invoice” at the bottom of the form
  • You’ll see a confirmation message and be returned to the invoices list
  • Your invoice is now saved as a draft and ready to send or edit

What Happens Next?

Once your invoice is saved, you can:

  • Send it: Email the invoice to your client via a secure link
  • Download a PDF: Save a copy to your computer
  • Edit it: Make changes anytime before sending
  • Check its status: Track whether it’s been viewed or paid

Tips

  • You can save your invoice as a draft and come back to complete it later
  • Use the “Reference” field to connect invoices to specific projects
  • Double-check the client email before sending—emails go to the address saved in the client’s profile