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Create Invoices & Estimates

Learn how to create easy-to-use invoices and estimates for your clients, making sure you secure more business and get paid faster. You can set default information for all your invoices and estimates at once, or customize the information for each invoice or estimate you create.

Setting Up Invoices & Estimates 

To set up invoices and estimates:

  1. Open the platform.
  2. Click Settings.
  3. Click Payments.
  4. Click New.
  5. Select Invoice or Estimate.
  6. Select the relevant client.
  7. Enter the information. (Billing address, Bill To info, Terms & Conditions etc.)
  8. Click Save Draft or Send.

Business Info Tips

Your business billing address is added to the header of all invoices and estimates. The default info displayed is taken from your Business Info Settings. To change your official business info, go to Settings > Business Info.

Since everything in this area will be added to the header of your invoices and estimates, you can also add other relevant information like your contact details.

Terms & Conditions

You can add your company's terms and conditions for late payments, or anything your clients should be aware of when they receive or pay an invoice. You can do the same for estimates.

Invoice & Estimate Templates

To select templates:

  1. Open the platform.
  2. Click Settings.
  3. Click Payments.
  4. Click Templates.
  5. Select a layout.
  6. Optional: Customize the brand color and logo.
  7. At the top of the page, click Save.
Tip: For the cover image, we recommend 1878 x 498 px for clarity or 913 x 242 px for optimal display. Using different sizes may impact visual quality.

You can also customize:

  • Billing address and billing info
  • Invoice Label: The title that will appear at the top
  • Currency: This will be the default currency for the account
Important: To change the currency per estimate, you must enable the option to accept different currencies in your payment settings.
  • Issue Date / Due Date: The issue date is usually the day you created the invoice, but you can backdate it if you need to. You can also set the due date of the invoice as well.
  • Items List: The items list of an estimate/invoice is where you’ll list the services or products your client is paying for. You can also apply taxes and discounts here.

Add recipients to your invoice by adding their email address(es) in the "Send to Additional Recipients" field.

Adding Items 

To add items to your invoice or estimate:

  1. Open the platform.
  2. Click Settings.
  3. Click Payments.
  4. Click New.
  5. Select Invoice or Estimate.
  6. Select the relevant client.
  7. Click Please Select an Item.
  8. Select the relevant item.

If the item you want isn't on the list, you can add a custom item.

To add a custom item:

  1. Open the platform.
  2. Click Settings.
  3. Click Payments.
  4. Click New.
  5. Select Invoice or Estimate.
  6. Select the relevant client.
  7. Click Please Select an Item.
  8. Click Add Custom Item.
  9. Enter the details.
  10. Click Add.
Tip: Select "Add an Item Header" to create headers and group similar items under it. Drag and drop items to rearrange them.

Editing and Deleting Items

Added an item by mistake? Need to add a 15% discount?

To edit items added to an invoice:

  1. Open the platform.
  2. Click Payments.
  3. Click on the relevant client/invoice.
  4. Next to "Send Reminder", click .
  5. Click Edit.
  6. Hover over the relevant item, then click the edit icon to edit (or the trash icon to delete).
  7. Enter the relevant information.
  8. Click Send.
Note: Changes made to the edited item apply only to the current invoice.

Estimate Deposit Request

When creating an estimate, you can add a deposit requirement for your clients to pay before the service/products are provided. 

  1. Open the platform.
  2. Click Payments.
  3. Click New.
  4. Select Estimate.
  5. Select the relevant client.
  6. Under "Total Amount", click Request Deposit.
  7. Click % to set the deposit as a percentage. Click the dollar sign icon $ to set according to currency.
  8. Optional: Check "Round Up Amount" to round up.
  9. Click Done.

When online payments are disabled, clients will receive a message to contact the business to pay the deposit after approving the estimate.



 

There are 2 ways to collect deposits:

  • Recording a payment/Charging clients from the Back Office: Go to the estimate page and click Take Payment to charge a card or record a payment
  • Online: If you are connected to a payment gateway, clients will be required to pay the deposit online

Once creating an invoice from an estimate with a required deposit, the invoice will show the paid deposit and remaining balance.

Terms, Notes, & Signatures

You can edit your default terms per specific invoice or estimate. Under "Note to Client", you can also add a personalized message on the invoice.

Estimates Only

  • Signature: Check "Client signature is required" to require clients to electronically sign an estimate for approval

Invoices Only

  • Allow a client to pay online: Clients can pay online
  • Allow a client to pay a partial amount: Clients can pay in installments
Important: Enable online payments and partial payment settings on the Settings > Payments page. You'll only be able to accept partial payments if you are connected to either Stripe or Square.

Apply Late Fees to Invoices

Late fees on invoices help reduce late payments and improve cash flow by automatically charging overdue fees. To use this feature, enable it in your settings, then set the fee amount, tax, and timing.

To enable late fees for invoices:

  1. Open the platform.
  2. Click Settings.
  3. Click Billing & Invoices.
  4. Under “Invoice late fees,” toggle the “Automatically apply late fees to overdue invoices” option.
  5. Click Save.

How to Add a Late Fee to an Invoice

To add a late fee to an invoice:

  1. Open the platform.
  2. Click Payments.
  3. Click Billing & Invoices.
  4. Select an active invoice from the list.
  5. Click the more options icon.
  6. Click Edit.
  7. Check the box for Apply late fees when invoice is overdue.
  8. Click Send to send it to the customer.

Invoice & Estimate Client View

This is how your clients see your invoices and estimates:

Issuing a Work Order

A work order describes the scope of work based on the estimate or invoice line items, and includes the quantity and contact information, such as phone number and address (based on the "To" information on the Invoice/Estimate), without any pricing information.

Work orders usually share an outline of a job with staff members or other stakeholders without exposing financial details.

A work order is created automatically once an estimate or invoice is issued.

To view a work order:

  1. Open the platform.
  2. Click Settings.
  3. Click Payments.
  4. Select the relevant client invoice or estimate.
  5. Click View Work Order.

Viewing a Work Order Draft

If the estimate has not been approved or the Invoice is unpaid, you can view the work order draft by clicking , then selecting View Work Order.

Updating Invoices & Estimates After Sending 

If you find a mistake or something you want to change, you can still edit an estimate or invoice and send a new copy.

To update an existing invoice:

  1. Open the platform.
  2. Click Payments.
  3. Select the relevant client invoice or estimate.
  4. Click , then Edit.

Sending Invoice Payment Reminders

To send a payment reminder:

  1. Open the platform.
  2. Click Payments.
  3. Click the relevant client invoice.
  4. Click Send Reminder.
  5. Click OK.

Learn more: See related articles to learn how to track invoices and estimates to stay on top of your payments.

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