Create and Send Invoices

Getting Started with Invoices

Invoices are essential tools for managing your business finances and maintaining professional communication with clients. They provide a clear record of transactions and help ensure timely payments. This guide will walk you through creating, customizing, and managing invoices directly within your CRM.

Create an Invoice

Follow these steps to create and send your first invoice:

1. Go to Payments > Invoices & Estimates.
2. Click New and select New Invoice from the dropdown menu.
3. Fill in the invoice details including items, prices, taxes, and customer information.
4. Click Save to store the invoice.
5. Click Send to deliver the invoice to your client via email.

Once created, you can explore additional features like setting up payment plans for flexible billing or creating recurring invoices for subscription-based services.

Customize Invoice Settings

Personalize your invoices to reflect your brand and ensure consistency across all documents:

1. Navigate to Payments > Invoices & Estimates.
2. Click the Settings gear icon.
3. Update general settings such as adding your company logo, contact information, and default payment terms.
4. Click Save to apply your changes.

These settings will automatically apply to all new invoices you create, saving you time and maintaining brand uniformity.

Manage Existing Invoices

Keep track of your invoicing history and monitor payment statuses:

1. Go to Payments > Invoices & Estimates to view your invoice list.
2. Review each invoice's status (Draft, Sent, Paid, etc.) to track outstanding payments.
3. Use the invoice view to follow up with clients or create new estimates based on previous invoices.

Regular management helps you stay organized and ensures you never miss a payment.

Frequently Asked Questions

Why is my logo missing from some invoices?

If your logo appears on new invoices but not older ones, the original image file may have been deleted from your media library. Invoices reference the logo from its storage location, so if the file is removed, the link breaks. For unpaid invoices, upload a new logo to your media library and update your business details to restore it. Paid invoices cannot be edited, so you would need to manually add the logo to PDF versions if necessary.

Why can't I enter text in the Terms & Conditions field?

If only the formatting toolbar appears without a text box, this is typically caused by browser caching issues. Clear your browser's cache and cookies, then log back into your CRM account. The text editor should load properly afterward.

Why does an invoice show as sent but the client never received it?

This usually indicates a browser-related issue rather than a system error. Outdated cache and cookies can cause false confirmation of email sending. Clear your browser's cache and cookies, log out and back in, then try resending the invoice. If the problem continues, contact support as it may indicate a broader email configuration issue.