Invoicing & Payments

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Invoicing & Payments

Generate professional invoices, email them to clients with PDF attachments, and track payment status. Invoices can be created from scratch or generated directly from orders.

Creating an Invoice

  • From an order – click “Create Invoice” on any confirmed order to pre-fill all line items
  • Manually – go to Invoices > + New Invoice and add line items yourself

Invoice Fields

  • Invoice Number – auto-generated with configurable prefix (e.g. INV-001)
  • Client – the client being invoiced
  • Line Items – description, quantity, unit price, and individual tax rate per item
  • Custom Fields – any line-item custom fields configured in settings
  • Discount – flat discount amount
  • Payment Terms – number of days until due (defaults from settings)
  • Terms & Notes – terms of payment and internal notes
  • Brand – optionally select a sub-brand to use different branding on the invoice

Tax Calculation

If tax is enabled in settings, each line item can have its own tax rate. The invoice automatically calculates subtotals, tax amounts, and the grand total. The tax label (e.g. “VAT”) is configurable.

Sending Invoices

Click Send to email the invoice to the client with a PDF attachment. The email can be CC’d to your default email address (configured in settings). Alternatively, use Mark Ready to change the status to “Sent” without emailing.

PDF Generation

Invoices generate clean PDF documents including your business details, client details, line items with tax, payment details, and any footer notes configured in settings. Sub-brands override the business name and logo on the PDF.

Status Tracking

  • Draft – being prepared (only drafts can be edited)
  • Sent – emailed or marked as ready
  • Paid – payment received in full
  • Partially Paid – partial payment recorded
  • Overdue – past the due date with balance remaining
  • Cancelled – invoice voided

Paid invoices cannot be deleted to protect your financial records.

Consolidated Invoices

For parent clients with sub-client orders, use the Consolidated Invoice feature to combine multiple orders into a single invoice. Preview the consolidated line items before creating.

Recurring Invoices

For regular billing, set up recurring invoice schedules that automatically generate invoices on a set frequency. See the Recurring Invoices guide for details.