Creating New Invoice

Created by Christi Norfleet, Modified on Thu, 9 Feb, 2023 at 7:41 AM by Christi Norfleet

Creating New Invoice

Allows you to create new Invoice.

Invoice Options

New Invoice Page

As shown in the image below, New invoice is completely customizable. In the next screenshot, we will cover each element one by one.

Naming an Invoice

Here you can customize the name of your invoice. When you first go to Payments-> Invoices section, you will see the list of invoices you have created in your CRM. When you have long list of invoices in your system, it will be quite helpful to have a unique name given to each Invoice.

Invoice options

Preview - If you have made some changes to the invoice and you need to preview it before making some more changes or before sending it to the client you can use this options to get the idea of how your invoice will look to your client if sent in the existing condition.
Record Payment - If you have created or sent the Invoice to the client and the client made the payment through different medium such as Cash or Cheque then you can use this option to add the record into your system for you to know that the respective payment is already being received. You can also use this to record a payment while you are on the call with the client. All you have to do is create an invoice and select the payment method to record the payment right on the call. In the next article, we will cover different payment methods you can use to record a payment.

Manual Payment Options

Charge a Card - Allows you to record the payment made through a card.
Record Manually - Allows you to record the payment made via cash cheque or bank transfer.

New Card

This option allows you to setup a new card for the 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.

Saved Cards

Select this option when you already have saved a card in the system which you would like to charge for the payment. If you have more than one card saved in the system then you will be provided with the option to choose one of the cards from the list.

Note: Customers being charged will Not receive any automated email or text confirmation.

Record Manually

In order to receive any payments done via credit/debit cards, you would need Stripe connected to your CRM. In case if you don't have your stripe setup, you can use "Record manually" option. There are various methods to receive the payment with this option.

Cash Payment

Select this option for cash payments. You can also add notes for your records.

Card Payment

Lets you take the payment through card by selecting the type of card (Visa/Master), last 4 digits of the card (in case if you have already saved the card in the system.)

Check Payment

Select the cheque option from the dropdown menu and enter the cheque no when your client has opted for cheque payment.

More options (Manual Payment)

Apart from cash cheque and card, you can also go for bank transfer or another medium.

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

For now, recording manual payments without Stripe Connect works only for one-time invoices.

Saving Invoice

Use this to save the changes you have made to the invoice.

Sending an Invoice

After setting up the Invoice with recipient's information and every other piece of information, you will need to use this tab to send your invoice to your contact.

Copy and Mark as Sent

Use this tab when you want to copy the existing Invoice to be able to use it next time and also mark the invoice as sent. This tab will take both actions at one click.

Sender Area

Here you will add your business information for your invoice to look professional.

Company Name

Enter your company name here.

Phone Number

You can manually add your phone number here.

Company Address

You can manually add your business address here.

City State and Zip Code

You can add City, State and Zip code manually.

Selecting Country

Click on the dropdown to select your country.

Adding a Website Address

Enter your business website address.

Adding a Business Logo

You can upload your business logo from here. Clicking on this option will open media library of your CRM. If you haven't uploaded your business logo image in your media library yet, you will first need to do it so you can access the image to paste it on your Invoice.

Recipient Area

Here you will feed recipients information. In the next screenshot, we will cover all of the fields in the recipients area one by one.

Invoice No

Every time you create a new Invoice, the system generates a sequential number which is assigned to each invoice automatically. Invoice number can be edited provided the Invoice number you enter is either the next available number in the sequence or the number that was never utilized by the system.

Issue Date

The current date when the invoice was created will be automatically set as a issue date however, you can edit the date as per your requirements provided that the date you are trying to set is from the dates that are already passed.

Selecting Issue Date from the Calendar

As shown in the screenshot below, you will have to click on the date indicator at the top which will open a calendar for you to choose the date that you would want to put on your invoice.

Due Date

You can set the due date for the invoice.

Selecting Due Date

Clicking on the date indicator will open a calendar where you can pick a date as a due date for the payment. Due date can be as long as two weeks from the date you're creating the invoice.

Payment Tab

Here you will see the total amount payable by the client. This is the final amount after discount and taxes.

Adding a Client

Here you can add your clients contact information. This can either be done by adding the information manually or you can also add one of the contacts from your CRM.

Searching CRM Contact

If you already have the contact information of your client saved in the CRM you can search their information with this search bar by entering their name or business name.

Add New Client

If you think you will need your contacts information on ongoing basis, it would be a good idea to create them as a new contact in your CRM so you can always use it for invoice purpose.

Creating New Contact

Fill up the contact information and save the changes to be able to add your client's information as a new contact in your CRM so you access it as and when needed.

Full Client List

Here you can access your CRM contact list and scroll down to find out all of your existing CRM contacts to be able to use for your invoice.

Removing Client

Use this to remove existing contact information added to your invoice. If you have mistakenly added a wrong contact you can quickly remove it to add the correct one.

Editing Client Information Manually

Here you will be able to add or edit your client's information manually. Useful when you have to modify some part of client's information for Invoicing purpose.

Itemized Bill

In this section, you will add information related to the product or services you are selling to your client.

Item Name

You will see the product or service name. If you have added some description for the item, it will appear below the product name.

Price

Here your customer will see the price for each item added on the invoice. These items and price is taken from the products you have created in your CRM.

If you need to know how to create products in your CRM, you can refer to the Products area of Payments section inside of this knowledge base.

Quantity

Here you or your customer the quantity of the product.

Subtotal

Here you can see the subtotal for each set of product.

Add Tax

This allows you to add taxes for your products or services. Your clients can see the breakup of the total amount they are paying and the tax amount included in the final price.

Selecting the tax

This table will show you the taxes you have created in your CRM system. you will have to check appropriate checkbox to add the selected 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.

Adding an item

This allows you to add a new item to be used in your Invoice or select one of the Item that is already created in your CRM.

New Item

Here you can create a new item if its not already created in the CRM.

Selecting a Product

This dropdown menu will show you the list of items/products you have created in your CRM. you can select the product/item which will then added to your invoice.