Generate new invoices directly from your CRM to bill contacts for their products and services. This keeps everything in one place, making it straightforward to manage customer relationships and financial transactions together.

Creating A New Invoice

To create a new invoice, go to the Payments section in your CRM, hover on Invoices & Estimates, click on the +New button, and click on New Invoice in the dropdown to begin.

New Invoice Page

Upon clicking the +New button and selecting New Invoice, you'll be taken to the invoice editor page.

Naming An Invoice

Here you can customise the name of your invoice, which will be visible in the invoice list. Giving each invoice a unique name is particularly helpful when managing a long list of invoices in your system, as it makes them easy to find and organise.

Adding Invoice Info

To add information to your invoice, follow the steps below!

  1. Business & Customer Information: To add your business information saved in your CRM, click the pencil icon.
  2. Customer Information: Edit or clear a customer, using the select customer dropdown.
  3. Invoice Settings: Here you can add the Invoice number, Issue date, and Due date.

Adding Products: To add products, click "+Add more Products" from your products tab; once added, you can edit the price and quantity by clicking on them, add taxes for your products or services, and provide your customers with a clear breakdown of the total amount and the tax included, along with the subtotal for each selected item. Add products within existing line items for ease of arrangement by clicking on the "+" icon.

Subtotal: The subtotal sums up the total amount from the selected items. In this area of the invoicing process, you can also add discounts, tax, and a payment schedule.

Additional Options

This section lets you add and edit notes and terms and conditions, tailoring them to your specific goals for each invoice.

  • Terms and Conditions: Include Terms and Conditions to outline the rules, payment terms, and expectations. They typically cover areas such as payment deadlines, late fees, cancellations, and liability limits.
  • Charge Late Fees: This option lets you apply late fees for overdue payments, ensuring customers are notified of additional charges for delayed payments. You can set a flat fee in your currency and add the frequency, grace period, and maximum late fees. You can also set a percentage of the late fees to be paid. Also, add the frequency, grace period, and maximum late fees.
  • Include Tipping: This lets you configure tip settings for this invoice, allowing customers to add a gratuity if desired.
  • Add Attachment: In this section, you can attach up to 10 files (totalling 20MB) to an invoice. This lets you include additional documents such as specifications, terms, or visual materials for added clarity and flexibility.

The right side of the invoice automatically updates to reflect changes made on the left side, giving you a real-time preview.

Invoice Options

These options give you extra flexibility when managing the invoice you're creating. This includes:

  • Preview.
  • Record Payment.
  • Convert to Template.
  • Manage Payment Methods.

Preview

This option shows how an invoice will look in its current state after you've made changes and want to preview it before further adjustments or sending it to your customer. It lets you check that the invoice is correct and includes all the necessary information before sharing it. The preview looks like the following:

Convert To Template

If you frequently create similar invoices, you can save this one as a template. It makes future invoicing quicker by giving you a ready-made format.

Record Payment

Use this option to manually enter a payment made by the customer outside the CRM (like cash or cheque) to keep your records complete.

Record Payment Options

  • Charge a Card: This allows you to record payments made through a card.
  • Record Manually: Allows you to record the payment made via cash, cheque or bank transfer.

Charge A Card

New Card

This option lets you set up a new card for payment. When you're using the card for the first time, you'll need to add it to the system before you can charge it.

Fill in the necessary card details to add a new card. Click the Confirm & Charge button to continue.

Saved Cards

Select this option when you already have a card saved in the system that you'd like to charge for the payment. If you have more than one card saved, you'll be given the option to choose one from the list.

Customers being charged will not receive any automated email or text confirmation.

Record Manually

To receive payments made via credit/debit cards, you'll need Stripe connected to your CRM. If you haven't set up Stripe, you can use the "Record manually" option.

📌 NOTE: If you opt to use invoicing without Stripe Connect, you will be required to manually record and collect payments.

Recording manual payments without Stripe Connect is available only for one-time invoices, and no automated email or text confirmation will be sent to customers. There are various methods to receive payment with this option:

Cash Payment

Select this option for cash payments and type in the exact amount in the space provided. You can also add notes for your records.

Card Payment

This lets you take the payment through a card by selecting the type of card (Visa/Master) and the last 4 digits of the card (if you've already saved it in the system). Type in the exact amount in the space provided. You can also add notes for your records.

However, to receive any payments made via credit/debit cards, Stripe Connect is needed.

Check Payment

Select the check option from the dropdown menu and enter the check number when your customer has opted for cheque payment. Type in the exact amount in the space provided. You can also add notes for your records.

More Options (Manual Payment)

Apart from cash, cheques, and cards, you can also opt for bank transfers or another method. Type in the exact amount in the space provided. You can also add notes for your records.

If you opt to use invoicing without Stripe Connect, you are required to manually record and collect payments.

Saving Invoice

The Saving Invoice feature lets you save any changes made to an invoice, keeping your modifications securely stored.

Sending An Invoice

Once the invoice has the recipient's information and other necessary details, use the Sending an Invoice tab to deliver it to your contact.

Invoices can be sent through email or text; a test mode is available for verification. To switch between live and test modes, click on the advanced option.

Copy & Mark As Sent

The Copy and Mark as Sent tab is useful when you want to duplicate an existing invoice for future use and mark the original as sent. This lets you perform both actions in a single click, saving time and effort.

Add Customer

The Add Customer feature is ideal for storing contact information in your CRM for ongoing use and streamlining invoicing.

Add Customer Information

To create a new contact, simply fill out the required information and save the changes. This ensures your customer's details are available whenever you need them.

Full Customer List

The Full Customer List lets you view and scroll through all existing CRM contacts, making it easy to select one for invoicing.

Editing Customer Information Manually

The Editing Customer Information Manually function lets you update your customer's information as needed. This is particularly useful when adjustments are required for invoicing purposes, keeping your records accurate and up to date.

Clear Customer

If you've accidentally added incorrect contact information, the Clear Customer option lets you remove it and add the correct details quickly.

Enable Tax

The Enable Tax feature lets you include taxes for your products or services, giving customers a clear breakdown of the total amount and taxes included in the final price. You can enable tax automatically or manually.

Enable Tax Automatically

Set your invoice to automatically include the right tax rate for everything you're charging, so you don't need to do it manually.

Add Tax Manually To Individual Products

Choose and apply the tax rate for each product or service individually, which is helpful if different items have different tax rules.

Add Tax To Subtotal

Add a tax rate to the total amount of your invoice all at once, rather than adding tax to each item separately.

Selecting The Tax

To select a tax, simply check the appropriate box to add the chosen tax to your invoice.

Name Of Tax

Here you will see the name you have given to the individual tax.

Tax Rates

Here you will see how much tax is applicable for each tax in the list.

Tax ID Number

This will show the Tax ID number you have created for each type of tax in the list.

Add Discount

The Add Discount feature lets you apply discounts to your invoices, ensuring that any special offers or promotions are accurately reflected in the final total.

Setting Discount Rate

Choose between a percentage-based discount or a custom amount.

Percentage Discount

You can set the discount rate manually, with the exact percentage shown in the box.

Custom Amount Discount

Choose this option to apply a fixed discount amount instead of a percentage. Type the exact amount of the discount. Click "Save" to confirm and apply the discount to the invoice.

Using your CRM for invoicing simplifies billing, keeps records accurate, and speeds up payment processing. Customisable options for templates, taxes, discounts, and payment methods let you personalise invoices and manage finances efficiently.