Create invoices and estimates, manage products, accept online payments, and set up recurring billing.
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Create invoices and estimates, manage products, accept online payments, and set up recurring billing.
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The Invoicing module lets you create and send invoices, estimates, and recurring invoices. Clients can view invoices online and pay via credit card if you have connected Stripe.
The Overview tab is the landing page for the Payments module. It shows a unified financial dashboard combining data from your invoices, subscriptions, and estimates.
What you'll see:
Use the date range picker at the top to adjust the reporting period (presets: 7 days, 30 days, 90 days, year-to-date). Toggle Compare previous to see percentage changes compared to the prior period.
Click Export CSV to download the invoice data for the selected date range.
The invoices page shows all invoices with their number, contact name, amount, status, due date, and issue date. Filter by status, date range, or search by invoice number or contact name.
Configure tax rates in your settings. Tax is calculated automatically based on the rate and applied to the invoice total.
| Status | Meaning |
|---|---|
| Draft | Not yet sent - fully editable |
| Sent | Delivered to the client via email |
| Viewed | The client has opened the invoice |
| Paid | Payment received (manual or online) |
| Partially Paid | A partial payment has been received against the balance |
| Overdue | Past the due date without payment |
| Void | Cancelled - no longer valid |
Click Send to email the invoice to the client. The email includes:
If you have connected Stripe in Settings → Integrations, invoices include a payment link. When the client clicks Pay Now:
You do not handle card numbers directly - all payment processing is handled securely by Stripe.
Cash, cheque, and bank transfers are recorded with Mark as paid. These land in the payments ledger like any other payment, so they count toward revenue reporting rather than sitting outside it as an invoice that simply changed status.
Bank payments (ACH, SEPA, Bacs) are only treated as paid once the money actually settles, not when the customer submits them. Expect a gap of a few days between the customer paying and the invoice reading Paid.
An invoice's pay link is cleared when its checkout expires or the invoice is partly paid, so a customer following an old link cannot be charged a total that is no longer correct. Editing a sent invoice's amount issues a fresh link.
Take part of an invoice up front and bill the rest later. Splitting an invoice creates a linked deposit invoice for the percentage you choose, and the CRM drafts the balance invoice for the remainder automatically once the deposit is paid.
The deposit invoice gets its own number (deposits use a dedicated DEP number sequence) and is linked to the original invoice, which becomes the parent of the pair. Send the deposit invoice like any other.
You can request a deposit on any invoice that has not been paid, partially paid, or voided - including an invoice created by a customer accepting an estimate, which arrives already sent rather than as a draft. An invoice carries at most one deposit at a time, and the CRM tells you if it already has one; deleting that deposit invoice lets you split again.
When the deposit invoice is paid in full, the CRM automatically drafts a balance invoice for what remains (the parent's total minus the deposit). It lands as a draft, carrying the parent's currency, due date, and terms, with a line item naming the invoice it balances - review it and send it when you are ready.
This happens no matter how the deposit was settled:
The balance invoice is drafted exactly once. A deposit that gets settled twice - say a card payment lands and someone in the office also marks it paid - does not produce a second balance invoice.
Separately from deposits, the invoice editor's Payment Schedule section splits a single invoice's total into scheduled payments with their own amounts and due dates. Toggle it on and use a preset (a 50/50 deposit-and-balance split, or thirds), add your own instalments, or auto-split the total evenly; the instalment amounts must add up to the invoice total.
On a dispatch job, deposits work through the job's own Billing tab: set the location's billing rhythm to Multi-part packet, then use the Split into parts action on the draft invoice. See the Dispatch billing guide for how job billing packets work.
Estimates are proposals you send to clients before creating a formal invoice.
The process is the same as creating an invoice - add line items, set terms, and send. Estimates have their own number sequence.
Once a client approves an estimate, click Convert to Invoice to create an invoice pre-filled with the estimate's line items and details.
Set up invoices that are generated and sent automatically on a schedule.
At each interval, the system generates a new invoice from the template and either sends it automatically or saves it as a draft for your review, depending on your setting.
Products are reusable line items with a name, description, and default price.
Go to Settings → Products to:
When creating an invoice, search your product catalog to quickly add items without re-entering details each time.
Payment terms define when invoices are due. Common terms include:
Configure default payment terms in Settings → Payment Terms. You can override the default on individual invoices.
| Feature | Detail |
|---|---|
| Invoice types | One-time invoices, estimates, and recurring invoices |
| Line items | Products from catalog or custom entries with quantity, price, and discounts |
| Statuses | Draft, Sent, Viewed, Paid, Partially Paid, Overdue, Void |
| Online payments | Stripe integration for credit card payments |
| Deposits | Split an invoice into a deposit, with the balance invoice drafted automatically when the deposit is paid |
| Estimates | Proposals that convert to invoices with one click |
| Recurring | Auto-generated invoices on a weekly, biweekly, monthly, quarterly, or yearly schedule |
| Products | Reusable catalog with default pricing |
| Payment terms | Due on receipt, Net 15, Net 30, Net 60 |