Invoicing and getting paid

Build an invoice, send it with a payment link, and let a completed checkout mark it paid automatically.

Building an invoice

Add line items, quantities, and prices, pick the customer and business it belongs to, and choose the terms. Terms are a single number of days (Due on receipt, Net 7 through Net 90, or a custom count) and the due date follows from the issue date. Edit the due date directly and the terms switch to Custom. A PDF with your branding is generated the moment you're ready to send.

Default payment terms

A new invoice starts from the customer's terms if you've set any, otherwise the business's, otherwise the account default (Net 30 out of the box). Change the account default on Settings → Invoicing, a business's default on its edit page, and a customer's on the customer form. Each level only overrides the one above it, so most invoices need no thought about terms at all.

How your invoices look

Settings → Branding holds the business name and address printed on invoices, your logo, an accent color, the email customers reply to, your phone and website, an invoice number prefix, and a footer line. Pick one of four layouts (Classic, Banner, Letterhead, or Split) and preview each with your own details before choosing. The same branding carries into the emails your customers receive.

Getting paid

Connect Stripe once, from the Payments card on Settings → Invoicing, and every invoice you send after that carries a payment link your customer can pay by card without an account of their own. When a customer completes checkout, the invoice is marked paid and the payment is posted to your books automatically. Paid by check or wire instead? Mark it paid manually and record how it came in. Disconnecting Stripe stops new invoices from carrying a pay link; payments already recorded stay in your books.

From your phone

On an invoice in the iPhone app, an Owner or Bookkeeper can send a draft, send a reminder, share the pay link anywhere the share sheet goes — Messages, AirDrop, wherever — record a payment by check, cash, wire, or other with a date, an optional amount that defaults to the balance, and a note, or open "Pay on this phone" to let the customer pay by card right there. The "+" on the Invoices tab opens a quick invoice: pick or add a customer, a few lines with a revenue account each, terms that default from the customer and then the business, a memo, and Save draft or Send. Recurring invoices, multiple currencies, and layout choices stay on the web.

Where Tap to Pay is turned on for your business and Stripe is connected, "Take a card" on an open invoice lets your customer tap their card or phone on the iPhone to pay, and the payment posts to the invoice automatically.

Where an invoice stands

• Draft — not sent yet, still yours to edit.
• Sent — on its way, or already in your customer's inbox.
• Viewed — your customer has opened it.
• Partially paid — some of the balance is in, some isn't.
• Paid — settled in full.
• Overdue — past its due date with a balance remaining.
• Void — canceled; the original stays on record and a reversing entry clears what it posted.

Reminders

Reminder emails go out relative to the due date on the schedule set in Settings → Invoicing: out of the box, three days before, on the day, and 3, 10, and 20 days after. Each stage reads differently, and the last one tells the customer it's the final automatic reminder. After that, nothing more is sent on its own; the Owner is told the invoice needs a person, and a Send reminder button on the invoice covers anything you want to send by hand. Reminders can be turned off per customer, or per invoice.

Recurring invoices

Recurring invoices generate on the schedule you choose — weekly, monthly, or custom — either as a draft waiting for your review or sent automatically. Each occurrence carries the schedule's payment terms.

Billing customers in another currency

You can display an invoice in CAD, EUR, GBP, or MXN for a customer who expects it — your books stay in US dollars regardless. Any exchange-rate difference between when the invoice was sent and when it was paid is recorded as its own line, never folded quietly into the total.