Invoicing

The Invoicing module lets you create and send invoices, estimates, and recurring invoices. Clients can view invoices online and pay via credit card if you have connected Stripe.

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Invoice List

The invoices page shows all invoices with their number, contact name, amount, status, due date, and issue date. Filter by status, date range, or search by invoice number or contact name.

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Creating an Invoice

1. Click New Invoice
2. Select the Contact to bill
3. Add Line Items:
   • Search your product catalog to add existing products
   • Or add custom line items with a description, quantity, and unit price
   • Adjust quantity and pricing per line
   • Apply discounts if needed
4. Set the Due Date (or choose a payment term like Net 15, Net 30, Net 60)
5. Add optional Notes (visible to the client) and Internal Notes (visible only to your team)
6. Review the totals - subtotal, tax, discounts, and total
7. Click Save as Draft or Send

Tax

Configure tax rates in your settings. Tax is calculated automatically based on the rate and applied to the invoice total.

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Invoice Statuses

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Sending Invoices

Click Send to email the invoice to the client. The email includes:

• Invoice details (number, amount, due date)
• A link to view the invoice online
• A Pay Now button (if Stripe is connected) for online payment

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Online Payments

If you have connected Stripe in Settings → Integrations, invoices include a payment link. When the client clicks Pay Now:

1. They are taken to a secure payment page
2. They enter their credit card details
3. Payment is processed through Stripe
4. The invoice is automatically marked as Paid

You do not handle card numbers directly - all payment processing is handled securely by Stripe.

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Estimates

Estimates are proposals you send to clients before creating a formal invoice.

Creating an Estimate

The process is the same as creating an invoice - add line items, set terms, and send. Estimates have their own number sequence.

Converting to Invoice

Once a client approves an estimate, click Convert to Invoice to create an invoice pre-filled with the estimate's line items and details.

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Recurring Invoices

Set up invoices that are generated and sent automatically on a schedule.

Creating a Recurring Invoice

1. Go to the Recurring tab
2. Click New Recurring Invoice
3. Select the contact and add line items (same as a regular invoice)
4. Set the Frequency - weekly, monthly, quarterly, or yearly
5. Set the Start Date and optionally an End Date
6. Choose whether to auto-send or save as draft for review
7. Click Save

How It Works

At each interval, the system generates a new invoice from the template and either sends it automatically or saves it as a draft for your review, depending on your setting.

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Products

Products are reusable line items with a name, description, and default price.

Managing Products

Go to Settings → Products to:

• Create products with a name, description, unit price, and optional tax rate
• Edit or delete existing products
• Organize products for easy lookup

When creating an invoice, search your product catalog to quickly add items without re-entering details each time.

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Payment Terms

Payment terms define when invoices are due. Common terms include:

• Due on receipt - Payment expected immediately
• Net 15 - Due 15 days after issue
• Net 30 - Due 30 days after issue
• Net 60 - Due 60 days after issue

Configure default payment terms in Settings → Payment Terms. You can override the default on individual invoices.

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Summary