Before you start
In Settings, Invoicing, the owner chooses whether invoices are made after each visit or once a month, the usual payment terms, a note for every invoice, and overdue reminders. Your logo and layout are in Settings, Branding. We're turning on an invoice designer business by business: where it's on, owners lay out their own invoice under Invoice design in Settings, Branding.
Make an invoice by hand
- In Money, open Invoices and choose New invoice.
- Choose the customer and the invoice date. Leave Payment terms empty to use the customer's own terms, or your usual ones.
- Add a line for each thing you charge, with a quantity and a price. Link a line to a visit, or leave it as Not a visit for extras.
- Choose Save and issue, or Save as draft to finish later.
Any discount for the customer is taken off when you save. If you're not VAT registered, there's no VAT on it.
Invoice run
If you invoice once a month, make each month's invoices with Invoice run, on Money, Invoices. See Invoice run: invoice finished visits in one go.
Statuses
- Draft: not issued yet. It can still be changed with Edit draft.
- Owed: issued and unpaid. Past its due date, it also shows Overdue.
- Part paid: some is paid.
- Paid: all paid.
- Void: cancelled.
Invoice numbers count on from your highest, like INV-0042. A draft has its number already.
What happens next
Issuing makes the PDF. It doesn't email the customer by itself, except for invoices made for you when Email each invoice to the customer with a link to pay is on. Send invoice emails it with a View and pay button, which opens the invoice in their portal, or a card payment link. Overdue reminders go by email each morning, on the days after the due date you set, at most one a day.
Changing or cancelling an issued invoice
An issued invoice can't be edited, so the records stay true. You can still change its purchase order number, with Save purchase order. To cancel one, choose Void invoice, then Void invoice again to confirm. This is only offered while nothing has been paid on it and no Direct Debit is on its way, and it can't be undone. The visits on it can then be invoiced again.
Discounts
Money, then Discounts, takes money off new invoices for every customer, a tag or one customer. See Discounts.
If something goes wrong
- “Choose the customer and give every line a description, a quantity and a price.”: fill in each line.
- “Enter whole days, from 0 to 90.”: payment terms are 0 to 90 days.
- “That visit is already on an invoice”: a visit can only be on one invoice.
- “This customer has no email address.”: add one on the customer's page, then send again.
- “A reminder for this invoice has already gone today.”: try tomorrow.
- “Emails can't be sent right now.”: try again later.
- “Issue the invoice first. Drafts don't have a PDF.”: issue it, then download.
Who can do this
The owner and managers with Money make, issue, send and void invoices. Only the owner changes Settings, Invoicing.
Still stuck? Send us a message.