Creating Invoices

You finished the work. Now you need to get paid. The invoice is how that happens — a formal request for payment that tells your customer exactly what they owe and how to pay. A good invoice gets paid faster. A confusing one sits in someone’s inbox for weeks.

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Creating an invoice

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Invoice fields

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Line items

For each thing you’re billing:

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Using your product catalog

If you bill for the same things regularly, add them to your product catalog:

1. Click Add Item
2. Search or browse your products
3. Select — description and rate auto-fill
4. Adjust quantity if needed

Saves time and keeps pricing consistent.

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One-off items

For things you won’t bill again:

1. Click Add Item
2. Select Custom Item
3. Enter description, quantity, rate

No need to clutter your catalog with one-time items.

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Discounts

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Line item discount

Reduce the price of a specific item (10% off this service).

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Subtotal discount

Take a percentage or fixed amount off the whole invoice. To add a discount:

1. Click Add Discount below line items
2. Choose percentage or fixed amount
3. Enter value
4. Discount shows on the invoice

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Sales tax

If you collect sales tax:

1. Enable tax in invoice settings
2. Set customer’s tax status (taxable or exempt)
3. Tax calculates automatically based on their location

See Sales Tax for setup.

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Attachments

Need to include supporting documents? Contracts, work samples, detailed breakdowns?

1. Click Attach Files
2. Upload PDFs, images, or documents
3. Customer sees them when viewing the invoice

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Notes and terms

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Customer notes

A message that appears on the invoice. Keep it brief:

• “Thank you for your business!”
• “Payment due upon receipt”
• “Questions? Contact accounting@yourcompany.com”

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Terms and conditions

Payment terms, late fee policies, etc. Set defaults in invoice settings so you don’t retype them every time.

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Sending invoices

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By email (most common)

1. Review the invoice
2. Click Send
3. Customize the email message (optional)
4. Send

Your customer receives:

• Email with invoice summary
• PDF attachment
• “Pay Now” button (if you’ve enabled online payments)

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Other options

• Download PDF — Print and mail, or attach to your own email
• Copy link — Share the payment link directly
• Mark as sent — Record that you delivered it another way

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Invoice status

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After sending

Track what happens:

• Views — See when customer opens the invoice
• Reminders — Send payment reminders if they’re slow to pay
• Payments — Record payments as they come in
• Edit — Make changes if needed (creates a new version)