In the Invoicing menu, click the “ (+) New Invoice” menu option. You may also click the “New Invoice” button located at the top of the invoice listing page.
On the “New Invoice” page, you will start by entering the invoice details. The Invoice # will be automatically generated. If this is your first invoice, the invoice number will default to “INV-0001”. For subsequent invoices, the invoice number will be incremented by 1 (based on the numeric portion of the last invoice you created).
Proceed to enter the remaining invoice details:
- Client: Choose a client from the dropdown list, or click “Add Client” to add a new client.
- Invoice Date: Invoice date which is automatically set to today’s date but can be changed
- Due Date: Invoice due date which is automatically calculated based on the billing terms selected for the client
- Title: Title for the service you’re invoicing for
- Currency: Choose the currency in which you want to invoice. Defaults to account setting
- Status: The status for a new invoice is generally “Unpaid”. But if you’re creating an invoice that’s already been paid (for the purpose of record-keeping) or partially paid, choose the appropriate status.
- Overview: Enter a more detailed note regarding invoice services
Next, enter your line items. If you’ve added products or services to your account, they’ll be available from the dropdown list (in this case, the quantity and price you entered for the product will automatically populate here). If you’re adding a new product, just enter the name of the product or service in the dropdown list followed by a detailed description in the text box below.
If you want to enter a selling unit (Ex. hours, EA, etc.) then select “ON” within the “Enable Units” field.
Please note that you can change the “Quantity” label to read “Hours” if necessary.
To add additional line items, click the “Add Another Item” button.
TIP: To ensure your client understands the services you’re billing for, we recommend that you be brief yet very descriptive when entering line item details. The more your client understands what goes into your job, the less likely they’ll dispute the charges.
After entering the line items, proceed to choose your Sales Tax Rate, enter any notes to the customer, and finally add discounts and adjustments.
- Additional Notes: Enter a message to the customer or leave blank.
- Paypal: Indicates if you want to allow the customer to submit payments through Paypal.
- Stripe: Indicates if you want to allow the customer to submit payments through Stripe.
- Allow Partial Pay: Indicates if you want to allow the customer to submit partial payments. Defaults to “No”
- Sub-total: This will be a total sum of the invoice line items you entered
- Adjustments: You can enter up to two adjustments (or additional charges) as needed. Adjustment fields are denoted by the blue plus (+) signs. This will generally be used for charges like shipping, handling, processing, goverment-imposed charges, miscellaneous supplies, etc.
- Discount: Enter the description and amount of any applicable discount. The discount field is denoted by the red minus (-) sign.
- Total Adjustments: This is the sum of adjustments and discounts.
- Choose Tax Rate: If you have taxable items in your invoice, choose the applicable tax rate or click the “+” button to add a new rate. Also, this is where you can see the total amount of applicable sales tax. Sales tax is calculated on all taxable items after applicable discounts are deducted.
- Grand Total: This will be the total sum of line items, adjustments, discounts and applicable tax.
- Request Deposit: You can require a deposit by checking the box and entering the deposit amount for this invoice.
NOTE: This option will be available only if your account is configured to accept Paypal payments. See Setting up Online Payments for more information.
NOTE: This option will be available only if your account is configured to accept Stripe payments. See Setting up Online Payments for more information.