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Business

Create invoices and record payments

Create an invoice, email it to your customer with the PDF attached, and record the payment when the money arrives, in full or in part.

Create an invoice

  1. Go to Invoices and click "New Invoice".
  2. Pick the customer and check the Invoice Date and Due Date. The invoice number is filled in for you; you can change it.
  3. Add your line items. Tick "Tax" on each line that is taxable. If your workspace charges several tax rates, also pick the rate next to each taxed line.
  4. Add customer notes (shown on the PDF and emails) or internal notes (only your team sees them).
  5. Choose how to save: "Create invoice" marks it as sent, "Save as draft" keeps it to finish later, and "Create & send" saves it and opens the email.
Tip: Selling something paid on the spot? Use "New sales receipt" on the Invoices page: it records the sale and the payment in one step.

Email the invoice

  1. Open the invoice and click "Send email".
  2. In "Send Invoice Email", check the To address, the Subject and the Message.
  3. Keep the "View invoice online" link ticked so your customer can see and download the invoice without signing in.
  4. Click "Send email". The invoice PDF is attached for you.

The invoice page shows when the email was sent and whether it was opened. To send it again, click "Resend email".

Record a payment

  1. Open the invoice and click "Record payment".
  2. Enter the amount, date and method, plus a reference number if you have one (like a check number).
  3. Choose the account the money went into under "Deposit to".
  4. Tick "Email a payment receipt" to send the customer a receipt, then click "Pay". The receipt is only sent when the payment pays the invoice in full.

One payment for several invoices? On the Invoices page click "Record payment", pick the customer, and spread the amount under "Apply to open invoices" (or click "Auto-apply oldest first"), then click "Record Payment".

Note: A partial payment leaves the rest open. The invoice shows as Partial until the balance is paid.

Common questions

  • Can I bill a customer every month automatically? Yes: open an invoice and choose "Make recurring" under "More", or click "Recurring" on the Invoices page.
  • How do I cancel an invoice? Open it and choose "Void" under "More". A sales receipt has its own "Void" button, which also reverses its payment. To give part of the money back instead, choose "Issue credit note" under "More".
  • Can customers pay online? Yes, once you connect Stripe. See "Accept online payments with Stripe".