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.

💡

Status is derived from the payments recorded against the invoice — you don't set "Paid" by hand. A fully paid invoice is locked from editing so the record stays accurate.

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.

💡

Overdue invoices need follow-up. Check the Invoices list regularly and chase anything past its due date.

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