Create, send and track invoices and quotes

Invoices covers the whole cycle of getting paid: customers, items, invoices, quotes, credit notes and payments. The sections along the top are Dashboard, Invoices, Quotes, Credit notes, Customers, Items, Payments, Recurring, Reports and Settings.

Before your first invoice

1. Open Settings and fill in Your business: business name, address, tax ID, billing email and logo. These appear on every quote and invoice. Only Invoices admins can change them.
2. Add customers under Customers, or import them from Contacts or a CSV file. Each has a Name, Company, an Email (invoices go to), a Billing address, a Currency and a Tax ID.
3. Optionally save the things you sell under Items, with a name, description, price, unit and default taxes, so you can pick them on any line.

Write an invoice

1. Choose Invoices, then New invoice.
2. Pick the Customer.
3. Check the Reference / PO number (generated for you; type over it with the customer's PO number if they gave one), the Issue date, the Due date (or On receipt) and the Currency.
4. Add lines under Items: pick a saved item or type your own, with quantity, price and tax.
5. Add Notes (shown on the document) and Terms if needed.
6. Choose Save.

A new invoice is saved as a Draft. It gets its number when you send it or mark it as sent, and numbers are given in order without gaps. Quotes work the same way with a Valid until date.

Send it

1. Open the invoice and choose Send.
2. Check To, Cc, Subject and Message, then choose Send.

The message is sent from your own mailbox, with the PDF attached. If you do not have a mailbox in the workspace, choose Download PDF, send it yourself, then choose Mark as sent. Copy link gives you an online invoice link for the customer; Turn off link stops it working.

Get paid

• Record payment adds a payment with its date, method and reference. An overpayment is kept as credit.
• Remind sends a reminder. Automatic reminders can be set in Settings.
• Download receipt is available on each payment.
• Save to Drive stores a PDF copy.

The Activity list on the invoice logs everything: sent, opened by the customer, reminders, payments and edits after issue.

Quotes and credit notes

• Send a quote, then choose Convert to invoice once it is accepted. You can mark a quote Accepted or Declined.
• Credit note reduces what a customer owes. Make one from an invoice, then use Apply credit to put it against an invoice.
• Void cancels an issued document, and Duplicate copies it.

Tips

• Check the Dashboard to see what is outstanding and overdue.
• Use Reports for tax summaries and CSV exports of lists.
• Amounts are shown per currency. Nothing is converted.

Common problems

• "No access to Invoices." Ask an administrator to add you. Viewers can see everything, editors can create, send and record payments, and admins also change settings.
• "Sending from the app needs your own mailbox." Use Download PDF and Mark as sent.
• I cannot edit an issued invoice. Edits after issue are allowed but are logged on the document.