Generate new invoices directly from your CRM to efficiently bill contacts for their purchases of your products and services. This seamless integration streamlines the billing process, allowing you to manage customer relationships and financial transactions easily, ultimately enhancing your business operations.

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 the process.

New Invoice Page #

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

Naming An Invoice #

This is where you can customize the name of your invoice, which will be visible in the invoice list. Assigning unique names to each invoice is particularly helpful when managing a long list of invoices in your system, as it allows for easy identification and organization.

Adding Invoice Info #

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

• Business & Customer Information: To add your business information saved in your CRM, click the pencil icon.
• Customer Information: Edit or clear a customer, using the select customer dropdown.
• Invoice Settings: Here you can add the Invoice number, Issue date, and Due date.
• Adding 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 you can also add discounts, tax, and a payment schedule.

Additional Options #

This section allows you to 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: 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.
• Include Tipping: Configure tip settings for this invoice, allowing customers to add a gratuity if desired.
• Add Attachment: Attach up to 10 files (totaling 20MB) to an invoice. This allows you to 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, providing a real-time preview.

Invoice Options #

These options give you extra flexibility to manage the invoice you are creating, including Preview, Record Payment, Convert to Template, and Manage Payment Methods.

Preview #

This option shows how an invoice will appear in its current state after you’ve modified it and wish to preview it before making further adjustments or sending it to your customer. This enables you to ensure that the invoice meets your expectations and properly reflects the necessary information before sharing it with your customer.

Convert To Template #

If you frequently create similar invoices, you can save this invoice as a template. It streamlines future invoicing by providing a ready-made format.

Record Payment #

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

• Charge a Card: Record payments made through a card.
• Record Manually: Record the payment made via cash, check or bank transfer.

Charge A Card #

New Card: Set up a new card for payment. When you’re using the card for the first time, you would need to add it to the system before you can charge the card. Fill in the necessary card details to add a new card, then click the Confirm & Charge button to continue.

Saved Cards: Select this option when you already have a saved card in the system that you would like to charge. If you have more than one card saved, you can choose one of the cards from the list. Customers being charged will not receive any automated email or text confirmation.

Record Manually #

To receive any payments done via credit/debit cards, you would need Stripe connected to your CRM. If you don’t have Stripe set up, 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.

• Cash Payment: Select this option for cash payments and type in the exact amount. You can also add notes for your records.
• Card Payment: Take the payment through a card by selecting the type of card (Visa/Master) and the last 4 digits. Type in the exact amount. To receive payments via credit/debit cards, Stripe Connect is needed.
• Check Payment: Select the check option from the dropdown and enter the check number when your customer has opted for check payment. Type in the exact amount.
• More Options: Apart from cash, checks, and cards, you can also go for bank transfers or another medium. Type in the exact amount and add notes for your records.

Saving Invoice #

The Saving Invoice feature allows you to save any changes made to an invoice, ensuring your modifications are 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 invoice as sent. This streamlined process enables you to perform both actions with a single click.

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, fill out the required information and save the changes.
• Full Customer List: View and scroll through all existing CRM contacts, making it easy to select one for invoicing purposes.
• Editing Customer Information Manually: Modify your customer’s information as necessary, helpful when adjustments are required for invoicing.
• Clear Customer: If you’ve accidentally added incorrect contact information, this option enables you to delete it and add the correct details swiftly.

Enable Tax #

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

• Enable Tax Automatically: Easily set your invoice to automatically include the right tax rate for everything you’re charging.
• Add Tax Manually To Individual Products: Choose and apply the tax rate for each product or service one by one, 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, instead of adding tax to each item separately.

To select a tax, simply check the appropriate box. You can view the name of each tax, the applicable tax rates, and the Tax ID number you have created for each type of tax in the list.

Add Discount #

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

• Percentage Discount: Set the discount rate manually, with the exact percentage displayed in the box.
• Custom Amount Discount: Apply a fixed discount amount instead of a percentage. Type the exact amount and click “Save” to confirm.

Using your CRM for invoicing simplifies billing, keeps records accurate, and speeds up payment processing. Customizable options for templates, taxes, discounts, and payment methods allow you to personalize invoices and manage finances efficiently.

Frequently Asked Questions #

How do I create a new invoice in the CRM? #

Go to the Payments section, hover on Invoices & Estimates, click the +New button, and select New Invoice from the dropdown to open the invoice editor.

Can I save an invoice as a template for future use? #

Yes. Use the Convert to Template option to save a frequently used invoice as a reusable format, which speeds up future invoicing.

Do I need Stripe to collect invoice payments? #

Stripe Connect is required to accept credit and debit card payments. Without it, you can still use the Record Manually option for one-time invoices paid by cash, check, or bank transfer.

How do I send an invoice to a customer? #

Once the invoice details are complete, use the Sending an Invoice tab to deliver it by email or text. A test mode is available so you can verify before sending live.

Can I add taxes and discounts to an invoice? #

Yes. You can apply tax automatically, manually per product, or to the subtotal, and you can add either a percentage-based or fixed-amount discount.

Will customers be notified automatically when I record a manual payment? #

No. Customers being charged through manual or saved-card payments will not receive an automated email or text confirmation.