Creating and Managing Invoices in the Mobile App
The mobile app provides a streamlined way to create, send, and manage invoices directly from your smartphone or tablet. Subaccount administrators and users can generate invoices either from the dedicated Invoices section or through the Point-of-Sale module.
Accessing the Invoices Section
To begin working with invoices, open the mobile app and tap the menu icon in the top-left corner. Select Invoices from the navigation menu. You'll land on the invoice dashboard, which displays two key metrics: the total amount collected from paid invoices and the total amount still outstanding from unpaid invoices.
Below these summaries, you'll see a complete list of all invoices associated with your subaccount, regardless of whether they were originally created on the web platform or within the mobile app. Each invoice card shows its current status, such as Draft, Due, or Paid.
Interacting with Invoice Cards
You can perform various actions on individual invoices using simple gestures:
- Tap an invoice card to perform its primary action (for example, tapping a draft invoice opens it for editing).
- Press and hold a card to view a menu with all available actions for that invoice, such as converting it to a template or recording a payment.
- Swipe left on a card to reveal the two most relevant quick-action buttons, plus a More option that displays the full list of actions.
Creating a New Invoice
To create a new invoice, tap the floating + button in the bottom-right corner of the Invoices screen. The app will guide you through a four-step process.
Step 1: Initial Details
First, specify whether you are creating a one-time invoice or a recurring invoice. Then, provide the basic information:
- Recipient: Select the contact who will receive the invoice.
- Start Date and Due Date: Set the invoice timeline.
- Frequency: If you selected a recurring invoice, configure how often the invoice should be generated.
Step 2: Adding Items
Next, build the invoice line items. You can:
- Select products from your catalog.
- Add custom items with descriptions and prices using the keypad.
- For each item, choose the correct variant (if applicable), specify the quantity (including decimal values up to two places, like 1.25 or 6.83), and select the applicable taxes.
Step 3: Terms and Notes
In this step, you can define the payment terms and add any special notes for the recipient. This is also where you can specify details like late fees for overdue payments.
Step 4: Review and Send
The final step presents a summary of the entire invoice. You can make last-minute adjustments here, such as modifying quantities, changing the recipient, or applying a discount. Tap the Preview button in the top-right corner to see exactly how the invoice will appear to your client.
When you are satisfied, tap Send. A menu will appear at the bottom of the screen allowing you to send the invoice via email, SMS, or both (provided the contact has the necessary email address and/or phone number saved).
Creating an Invoice from a Template
To save time, you can use a pre-made template. Navigate to the Templates tab within the Invoices section, select your desired template, and follow the same steps to customize and send the invoice.
Creating an Invoice from a Point-of-Sale Transaction
You can also generate an invoice directly from the Point-of-Sale (POS) module. Start a new POS transaction, add the relevant items (with quantities and taxes), link it to a contact, and apply any discounts. When you reach the payment screen, instead of processing a payment, tap Convert to Invoice. The invoice will be pre-populated with all the transaction details. You just need to set the due date, review the terms, and send it.
Recording a Payment
To record that a client has paid an invoice, go to the invoice list, find the relevant invoice card, swipe left on it, and tap Record Payment. You can then record the payment method used, such as Tap to Pay, cash, a card on file, or enter the details manually.