Before you start:
Set up at least one currency in Proposals/Currencies — see 6. Add your services.
Optionally, add your services and taxes, so prices and tax fill in for you on each line.
Optionally, connect Stripe (card payments) and/or GoCardless (direct debit) in Home/Settings/Integrations if you'd like clients to pay online.
Optionally, set up how your invoices look — see section 5.
1. Create a new invoice
Click "Proposals" in the top menu, then "Invoices" in the left-hand menu.
Click the "+" button. A new invoice opens with the next invoice number already filled in.
Good to know: invoice numbers follow your own pattern. If you change the number to, say, "MY-001", the next invoice will be "MY-002".
2. Fill in the invoice
a) Add the client and dates
In the Client field, start typing your client's name or email address and select them.
If the client isn't in your contacts yet, type their email address and click "Add New Contact". The email is filled in for you.
Set the Issue date and the Due date.
Optionally, change the Currency.
b) Add what you're charging for
In the first line, start typing in the Item field. Your services appear as you type, grouped by section.
Select a service - its price and tax fill in for you. Alternatively, type your own item name and enter the price yourself.
Enter the quantity.
Repeat for each line. We calculate the subtotal, tax and total as you go.
Tip: to give a discount, add a line such as "Discount" with a negative price (for example -20)
c) Optionally, add notes
Add any Notes you want your client to see, such as a reference or payment instructions. They appear on the invoice PDF.
3. Save and send
At the top of the invoice, choose one of:
"Save & send" — saves the invoice and opens the Send window straight away.
"Save & close" — saves it as a Draft so you can send it later.
"Cancel" — leaves without saving anything.
a) Choose who receives it and how they can pay
In the "Send Invoice" window:
Check the Recipient. It's usually filled in with the invoice's client; you can pick another contact.
Optionally, write a Personal Message. It appears in the email above the invoice summary.
Optionally, click "Templates" to insert a saved message, or "Templates" → "Save as a template" to reuse what you've just written.
Optionally, tick how your client can pay online:
"Credit/Debit Card (Stripe)"
"Direct Debit (GoCardless)"
You'll only see the options you've connected. Leave both unticked if your client will pay another way, for example by bank transfer.
Click "Send Invoice".
Good to know: Stripe has a minimum charge (for example $0.50 USD). If your invoice total is below it, the Stripe option is greyed out.
What your client experiences
Your client receives an email with:
the invoice number, dates, every line, and the subtotal, tax and total;
your personal message, if you added one;
the invoice as a PDF attachment, named Invoice-[number].pdf;
a "Review and pay" button, if you ticked a payment method.
When they click "Review and pay", a payment page opens with your logo, the invoice and a "Pay" button. No login is needed.
If you offered both card and direct debit, they choose one first.
Good to know:
The payment link works for 30 days.
Once paid, the link only shows "Payment completed", so your client can't pay twice.
4. Manage your invoices
You'll find every invoice in Proposals/Invoices, with its number, dates, total and status (Draft, Sent, Paid or Voided). Click the three-dot menu next to an invoice, or inside it, to:
"Download PDF" — opens the invoice PDF in your browser.
"Duplicate" — creates a new draft with the same client, currency, notes and lines. Handy for a corrected invoice, or for billing the same work again.
"Delete" — only for drafts. The draft is removed and its invoice number is freed up.
"Void" — for sent or paid invoices. The invoice stays in your list, marked Voided, as a record. Voiding a sent invoice stops its payment link from working.
5. Optionally, set up how your invoices look
Your invoice PDF uses your company logo and brand colour, your company address and, if you've added them, your bank details, tax ID and registration number. Your client's phone, company number and tax ID appear in the "Bill To" section when they're on the contact.
To add terms and conditions to the bottom of every invoice:
Go to Settings/Invoice Settings.
Type your terms and conditions.
Click "Save".
