How to create an invoice

An invoice is the bill you send a client for your work. In your workspace there are two ways to raise one. Both use the same simple builder, so once you learn one, you know both. This guide shows you which one to pick and walks you through each step from the moment you log in.

Which one should I use?

Pick the way that matches who you are billing.

A brand new lead who is not in your system yet. Use the Invoices page in the left menu. You type their name and email right on the invoice. When they pay, the app creates their account and their company for you, opens a request, and emails them their login. This is the fastest way to turn a new enquiry into a paying client.

A client company that is already in your list. Open that company and use its Send invoice tab. The app opens a ticket for the company on its own and posts the invoice inside it, so everything stays on that company's record.

Way 1: invoice a new lead

Use this when the person is not yet in your system.

1. Log in to your workspace.
2. In the left menu, under Finance, click Invoices.

1. Click New invoice to open the builder.
2. Type the client's name. If they have a company, add the company name too.
3. Type their email. This is where the invoice and the pay link are sent, so check it is correct.
4. The VAT or TRN, mobile, and address are optional. Add them if you have them.
5. Choose a Service. This is the service the request will be about once they pay.
6. Add your line items. For each line, type a Description, set the Qty, and set the Rate. Choose the type from Government fee, Service charge, or Other. Tick +5% VAT if VAT applies. Choosing Service charge ticks VAT for you.

1. To bill for more than one thing, click Add line and fill in the next row.
2. Look at the Subtotal, VAT, and Total at the bottom. They update as you type, so you always see the final figure.
3. Click Preview invoice. This shows you the exact document the client will receive, with your firm's name and logo on it.
4. If it looks right, click Send invoice. If you spot a change, click Edit, fix it, and preview again.

Way 2: invoice a company already in your list

Use this when the client is already a company in your Companies list.

1. Log in to your workspace.
2. In the left menu, under Clients, click Companies.
3. Click the company you want to bill.
4. Click the Send invoice tab. You can also open the Payments tab and click the Send invoice button there.

1. Choose the Service this invoice is for. Picking a service opens a ticket for the company for you, so the invoice has a home.
2. Add your line items the same way as before. Type a Description, set the Qty and Rate, choose the type, and tick +5% VAT if it applies.
3. Click Preview invoice, check it, then click Send invoice.

A few useful notes

• Invoice date. The date is set to today for you. If you need a past date, click the date field and change it. The invoice number always stays in order by when you created it.
• Currency. The currency box shows AED by default. You can change it if you bill in another currency.

When the client pays

When the money reaches you, mark the invoice as paid so your books and bank balance stay correct. If your books are set up, you can also choose which bank account the money went into. See How to record a payment for the steps.