How does an Invoice work?
An Invoice is a bill to your Client for goods or services. The Client receives the Invoice within the platform and can complete it by submitting payment.
How do I create an Invoice?
To get started, navigate to Billing > Invoice. Click the +Add Invoice button.
Fill out the fields to to produce your Invoice.
Choose who you will Assign the Invoice to through the dropdown menu. You can select multiple users. You can also duplicate the Invoice for multiple Contacts. If this box is checked, you will be prompted to Assign the Invoice to a Circle in addition to the User(s) you have selected. Like individual Users, you can select multiple Circles.
You are required to give the Invoice a Title. Note: Your Client will not be able to see the Title of the Invoice; it is for Staff reference only. You will also need to specify a Due Date. Like the Title, Internal Notes cannot be seen by the Client.
You can add the Items to be billed, as well as apply Discounts or Taxes. Select pre-made components from the respective dropdown menus, or you can create new ones to add. You can also apply a Subscription Plan to your Invoice. A Summary module will update in real-time as you make your selections.
CLICK HERE to learn more about Items, Discounts and Taxes
CLICK HERE to learn more about Subscription Plans
Choose the Currency that your Invoice will appear in. You can also allow a Partial Payment to be made.
Choose your Payment Gateway. You can select from the Gateways that you have created. You must set up a Gateway before it can be applied to an Invoice.
TIP: If you want to enable payment via credit card, you must set up and apply a Payment Gateway. Otherwise the Client will have to send cash or a check to a physical address.
CLICK HERE to learn more about Payment Gateways
The Invoice Number will be auto-generated in the field, or you can rename it to anything you'd like. You can send a notification to the Client when the Invoice is created and in Open Status.
You can fill in Terms & Conditions and any additional Notes that will be visible to your Client on the Invoice. If you have entered text for these areas in the Invoice Settings, they will auto fill here.
Once you are finished creating your Invoice, you can either Save as Open or Save as Draft. Saving the Estimate as Open will make it active; it will appear under Billing > Invoice for the Client(s) that it has been assigned to. Saving it as a Draft will save the creation process but will not be visible to the Client yet.
Can I further customize my Invoice?
Yes! You can add your logo, add a default Prefix and other customizations to your Invoice.
CLICK HERE for more information on Invoice Settings
What happens next?
Your Client will be able to access the Estimate by navigating to Billing > Invoice. They can either View or Pay the Invoice.
Clicking on the Invoice row will bring up an image of the completed Invoice. From here, they can click the Approve button at the top. Alternatively, they can click the Options dropdown menu and select either View or Make Payment.
What if the Client pays via a different method?
If your Client pays for the Invoice but not through the specified Payment Gateway, you can mark it as Paid on the admin side.
Navigate to Billing > Invoices and find the Invoice you would like to set as Paid. Click the Options dropdown menu and select Make Payment.
A window will appear with a summary of the Invoice. Choose the payment method from the Payment Type dropdown menu.
You can put in any details regarding the payment in the Note field, and can choose to send the standard payment confirmation email to your Client.