Invoices and customers

Open Sales

Choose Sales in the menu (on a phone browser, More, then Sales). Sales has four tabs: Invoices, Recurring, Match payments and Customers. Settings, at the top right, holds what your invoices say and how customers can pay. Sales is on every plan.

The cards at the top show Outstanding (what customers still owe on invoices you sent), Paid YTD and how many invoices are Overdue.

Add a customer

1. Open the Customers tab and choose New Customer.
2. Enter the name. Add an email if you want to send invoices from the app, plus a phone and address if you like.
3. Notes are private and never shown on an invoice. Choose Add Customer.

You can also add a customer while making an invoice: choose + New beside Bill To.

Choose a customer to open their page: what they owe, their invoices and their projects. Use New on that page to start an invoice for them, and Edit to change their details. Deleting a customer removes them from your list; invoices you already made stay.

Import customers from a file (Co-Pilot and Command)

1. On the Customers tab, choose Import.
2. Drop in a CSV, XLSX or XLS file with a header row (up to 5 MB and 5,000 rows).
3. Match your columns. Only Name is required; Email, Phone, Address and Notes are optional.
4. Check the preview. For a customer you already have, choose Skip, Update or Create new.
5. Choose Import.

Make an invoice

1. On the Invoices tab, choose New invoice.
2. Pick the customer under Bill To. If your plan includes projects, you can put the invoice on a project, so the payment counts toward that job.
3. Check the Invoice #, Issue Date and Due Date.
4. Add line items: a description, quantity and price. Add a tax rate if you charge sales tax.
5. Add Notes to customer if you like, such as a thank-you.
6. Choose how to save it (see below).

Each line also has an income category. Your customer never sees it. It decides where the invoice counts when your reports are on accrual (Command).

Save, send or keep as a draft

Save as draft

Not owed yet, and the customer cannot see it. Finish it later.

Save, don’t email

Counts it as sent, for when you deliver it yourself.

Save & email

Opens the email so you can check it before it goes. It needs an email on file for the customer.

Save changes / Save & re-send

For an invoice already sent. Saving updates the invoice and its pay page; re-sending emails the customer the new version.

Send an invoice by email

Choose Send on a draft, or Re-send on one already sent. The email goes to the email on file for the customer, with the invoice PDF attached and a link to its pay page. You can change the subject and message first, then choose Send email. Replies come to you.

Prefer your own email? Choose Use my email app instead. The invoice then shows Emailed with the date when it goes from the app.

Set the words every invoice email starts with in Sales, Settings, Email.

Change your invoice settings →

The pay page your customer sees

Every invoice you send has its own pay page. Your customer sees the invoice, what is still due, and the ways to pay you have turned on: Venmo, Zelle and, if you set it up, card. They can also download the PDF.

To see it yourself, choose View link on the invoice. It opens the page and copies the link, so you can paste it into a text or your own email. PDF downloads the invoice.

Let customers pay by card →

Invoice statuses

Draft

Not sent yet. You can edit or delete it.

Sent

Sent to the customer and counted in Outstanding.

Overdue

Past due. Choose Mark Overdue on a sent invoice to flag it.

Paid

Paid in full. An invoice paid in pieces shows Partly paid until the rest comes in.

Void

Cancelled. It no longer counts as owed. Choose Void on a sent invoice; a void invoice can then be deleted.

Use the all, draft, sent, paid and overdue buttons to see one kind at a time.

When a customer pays

Your income comes from the deposit in your bank, not from the invoice. When the payment lands, match the deposit to the invoice: the invoice is marked paid on the deposit’s date, and nothing is counted twice.

Mark Paid marks an invoice paid without a deposit, for example when you were paid in cash. It does not add income to your books.

Match payments to invoices →

Invoice settings

Choose Settings at the top right of Sales. Each tab has its own Save.

Invoice

Business info shown at the top of every invoice (name, reply-to email, phone, address), and the invoice number prefix, such as INV-.

Payments

Your Venmo handle and Zelle contact, shown on every invoice, and card payments through Stripe.

Email

The subject, message and signature of the invoice email, and overdue reminders. Words in braces, such as {customer_name}, {amount} and {due_date}, are filled in for each invoice.

Turn on overdue reminders →

On the phone app

The phone app has Invoices and Customers too. There, Send shares the invoice’s pay page link through your phone’s share sheet, so you can text or email it.