Starting a New Invoice
Navigate to Payments:
Click on Payments in the left-hand menu.
Initiate Creation:
Ensure you are on the My Invoices tab.
Click the "+ Create Invoice" button in the top-right corner.
Filling Out the Invoice Details
You are now on the "Create Invoice" form. Fill in the following details:
Select Contact:
Click into the Contact field (mandatory).
Start typing the name of the contact you want to invoice. A list of matching contacts will appear.
Select the correct contact from the list. You can also scroll through the initial list shown.
Select Currency:
The Currency field defaults (usually to USD).
If needed, click the dropdown and select a different supported currency for this specific invoice.
Add Invoice Description:
Enter a general description for the invoice in the "Add description about invoice" field (e.g., "Monthly Retainer - April", "Project Milestone 1 Payment").
Add Product/Service Items:
Click the "+ Add Item" button in the "Product Items" section.
Enter the Item Name (mandatory, e.g., "Consultation Services", "Fixing AC").
Enter the Price ($) per unit (mandatory).
Enter the Quantity (mandatory). The total for this line item will calculate automatically.
Optionally, add a more detailed Item Description.
Click Save to add this line item to the invoice.
Repeat this step by clicking "+ Add Item" again for each additional product or service on the invoice.
Add Discounts (Optional):
Click the "+ Add Discount" link below the subtotal.
Choose the discount type:
Percentage: Enter the percentage value (e.g., 10 for 10%).
Fixed Amount: Enter the specific dollar amount (e.g., 100).
The discount amount and the "Subtotal after discount" will update automatically. You can only add one discount line per invoice.
Add Taxes (Optional):
Click the "+ Add Tax" link below the discount section.
Enter the Tax Name (e.g., "Sales Tax", "VAT", "County Tax").
Enter the tax Percentage (e.g., 10 for 10%, 3.5 for 3.5%). The tax amount is calculated on the subtotal after discount.
Optionally, enter a Tax ID (e.g., your VAT number, EIN - this is for display purposes on the invoice).
The "Total Tax" and the final "Amount Due" will update.
You can add multiple tax lines if needed (e.g., state tax and county tax) by clicking "+ Add Tax" again.
Configure Payment Collection:
Choose how the payment should be handled:
Request payment: (Default) Creates an invoice requesting payment by a specific date. An email with a payment link will be sent to the contact.
Select the Due Date using the calendar picker (mandatory for this option).
AutoCharge Contact: Attempts to automatically charge a payment method already stored on file for the contact. Note: This option is only viable if the contact has a saved payment method. A warning will appear if no payment methods are available.
Add Additional Options (Optional):
Custom Fields: Add invoice-specific custom fields (Name and Value) that will appear on the invoice details. These are not the same as contact custom fields. Click "+ Add Custom Field" to add one.
Footer: Enter any text you want to appear at the bottom of the invoice payment page (e.g., "Thanks for your business!", specific payment notes).
Finalizing the Invoice
You have two options at the bottom of the page:
Save as Draft: Click this if you are not ready to send the invoice yet. It will save the invoice with a "Draft" status in the "My Invoices" list, allowing you to edit it later.
Send Invoice: Click this to finalize the invoice and send it immediately (or process the AutoCharge if selected).
If "Request payment" was chosen, an email containing the invoice details and a payment link will be sent to the contact's email address.
The invoice status will change to "Sent".
After Sending (Request Payment Method)
Email Notification: The contact receives an email with the invoice details (Invoice #, Due Date, Total Amount) and a button/link to "View Invoice and Pay".
Payment Page: Clicking the link in the email takes the customer to a secure payment page. This page displays:
Invoice Status ("Payment Due")
Billed To information
Your Company Logo (from Invoice Design)
Due Date countdown ("X days left")
Bill From/To details
Total Amount
"Pay Now" button
Footer text
Link to Terms and Conditions (if configured)
Detailed Description and Line Items breakdown.
Making Payment: The customer clicks "Pay Now", enters their card details in the secure Stripe-powered popup, and confirms payment.
Payment Confirmation: After successful payment, a confirmation message is displayed.
Status Update: Back in the dashboard, the invoice status on the "My Invoices" list will automatically update to "Paid".
Creating invoices this way keeps your billing integrated with your contact management and communication within the platform.