Create and send an invoice

Every invoice starts from Invoices in the sidebar. You fill in a form on the left and watch the finished invoice take shape in the preview on the right.

Fill in the invoice

1. Select Invoices, then + New Invoice.
2. Under Bill To, search for your customer. If they're new, type their name and choose Create "…" to add them without leaving the invoice.
3. Check the details at the top:
   • Invoice # is filled in with your next number. You can type your own.
   • Currency starts as your base currency. Change it if you're billing in another one.
   • Issue Date and Due Date. If you've set payment terms, the due date fills itself in from the issue date.
4. Add your line items. Each one needs a Description, a Qty and a Rate. Select Add line item for another line, or the bin icon to remove one.
5. Under Tax & Discounts, add a Discount (a percentage or a fixed amount) and a VAT / Tax % if they apply. The totals update as you type.
6. Add Payment Details so your customer knows how to pay you, and any Notes. Both are optional.

Send it, save it or schedule it

The main button at the top right does one of three things. Use the arrow beside it to choose:

• Create + Send saves the invoice and emails it to your customer now.
• Create Invoice saves it as a draft. Nothing goes to your customer yet.
• Schedule Send saves it and sends it on the date you pick.

The same menu has Recurring, for invoices that repeat. See Set up a recurring invoice.

Send a draft

When you open a draft, you'll see Send Invoice at the top. Select it and choose how you're sending it:

1. Email sends it to the customer's email address.
2. WhatsApp opens WhatsApp with the invoice link ready to send.
3. Copy link copies the invoice link so you can paste it anywhere.
4. Download PDF saves the PDF so you can send it yourself.
5. Mark as sent is for when you've already sent it another way.

Whichever you choose, the invoice is marked as sent and its status changes from Draft.

What your customer sees

Your customer opens a clean web page with your logo, their details, the line items and the total, and can download a PDF from there. They don't need an account.

Good to know: You can edit an invoice while it's a draft. Once it's sent, it keeps the business and customer details it was sent with, so the invoice your customer has always matches yours. To bill for something similar again, open the invoice, select the ••• menu and choose Duplicate.

If the invoice number is taken

Invoice numbers must be unique for each customer. If you type a number you've already used for that customer, the Invoice # field turns red and tells you. Pick another number and try again.

Change what every invoice looks like

Select Invoice Settings at the top of the form to set your logo, how invoice numbers are formatted, your payment terms, automatic reminders, and a default note and payment details. They're saved for every new invoice.