How to Create and Manage Invoices
What is an invoice?#
An invoice is a formal request for payment. It states exactly what's owed and by when. You'll find your invoices under Invoices in the CRM section.
Two ways to create one#
From a quote (recommended) — convert an accepted quote and everything is filled in for you. See Convert a Quote to an Invoice.
From scratch — click Create Invoice and fill in the customer, line items, and dates, just like a quote, plus a Due Date.
Here are the settings available for invoices:#
1. Invoice Information#
This section contains the basic details required to create an invoice.
Setting | Description |
|---|---|
Invoice Owner | Select the user responsible for managing the invoice. |
Subject | Enter a title or subject for the invoice. |
Contact Name | Select the customer contact associated with the invoice. |
Company | Select the company related to the invoice. |
Deal | Link the invoice to an existing deal, if applicable. |
Status | Choose the current invoice status (for example: Draft, Sent, Paid, etc.). |
Invoice Date | Select the date the invoice is issued. |
Due Date | Select the payment due date for the invoice. |
2. Address Information#
This section stores the billing and shipping addresses used on the invoice.
Billing Address#
Billing Street
Billing City
Billing State
Billing Code (Postal/ZIP Code)
Billing Country
Shipping Address#
Shipping Street
Shipping City
Shipping State
Shipping Code (Postal/ZIP Code)
Shipping Country
Copy Address#
Click Copy Address to automatically copy the billing address into the shipping address fields.
3. Invoiced Items#
This section allows you to add the products or services included in the invoice.
For each item, you can specify:
Setting | Description |
|---|---|
Product Name | Select the product or service. |
Description | Add additional details about the product or service. |
List Price | Enter or select the product's unit price. |
Quantity | Specify the quantity being billed. |
Amount | Displays the calculated amount before discounts and taxes. |
Discount | Apply a discount to the item. |
Tax % | Select the applicable tax percentage. |
Total | Displays the final amount for the line item. |
Add Row#
Click Add Row to include additional products or services in the invoice.
4. Invoice Summary#
The summary panel automatically calculates the invoice totals based on the items added.
Setting | Description |
|---|---|
Sub Total | Total value of all products before discounts and taxes. |
Discount | Total discount applied to the invoice. |
Tax | Total tax amount calculated for the invoice. |
Adjustment | Add a manual positive or negative adjustment to the invoice total. |
Grand Total | Displays the final payable amount. |
5. Terms and Conditions / Description#
Use this section to provide additional information related to the invoice.
Description#
Add notes or comments that will appear on the invoice.
Examples include:
Payment instructions
Project details
Additional remarks
Terms and Conditions#
Specify the payment terms and legal conditions for the invoice.
Examples include:
Payment due within 30 days
Taxes are extra where applicable
Late payment policies
Return or refund policies
Invoice statuses#
An invoice's status reflects payment automatically:
Draft — created, not sent.
Sent — emailed to the customer.
Partially Paid — some, but not all, has been paid.
Paid — settled in full.
Overdue — the due date has passed and it isn't fully paid.
Refunded / Cancelled — reversed or voided.
Send it and get the pay link#
From the invoice, click Send Invoice to email it with a PDF and a "View & Pay Invoice" button, or Copy Invoice Link to grab the secure payment page URL to share yourself. The invoice PDF shows a payment summary (amount, paid, balance due) and transaction history.
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