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Create an invoice

Build a complete, branded invoice, then send it, request payment or share a link. This guide follows Ridgeway Towing & Recovery invoicing their client Harbour Logistics.

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On this page
  1. 1Meet the invoice builder
  2. 2Add your business details and logo
  3. 3Choose your client
  4. 4Set the number, dates and currency
  5. 5Add items and services
  6. 6Apply taxes and discounts
  7. 7Customize the design
  8. 8Add payment methods
  9. 9Write a note to your client
  10. 10Add terms and conditions
  11. 11Sign the invoice
  12. 12Preview, download and send
  13. 13Send by email
  14. 14Request payment by card
  15. 15Share a link

Step 1

Meet the invoice builder

Every invoice is built in one screen. The list on the left walks you through each part, the invoice in the middle updates as you go, and the action bar lets you preview, download and send.

  1. 1Open Invoices and select Create, then Invoice.
  2. 2Work down the Build your invoice list. Each section fills one part of the invoice.
  3. 3Watch Ready to send fill up as the essentials are completed.

You can complete the sections in any order. The invoice saves as you work.

The invoice builder: each section in the left list fills one part of the invoice.

Step 2

Add your business details and logo

Your business name, phone and address come from Settings, so you only enter them once. Add a logo to make the invoice yours.

  1. 1Open Business Identity.
  2. 2Select Upload logo and choose a PNG, JPG or WebP file, ideally 512 × 512 or larger.
  3. 3Check your business details. To change them everywhere, edit them in Settings.

A logo changed here applies only to this invoice. Use default switches back to your business logo.

Uploading the Ridgeway logo in Business Identity; it appears on the invoice.

Step 3

Choose your client

Pick a saved client to fill everything in one tap, or enter a new client by hand and save them for next time.

  1. 1Open Client Details.
  2. 2Tap Select a saved client, search by name, and choose the client.
  3. 3For a new client, type their name, email and address, then select Save to my clients.

Saving a client doesn't change this invoice. The invoice saves on its own.

Selecting the saved client Harbour Logistics; the client details and the invoice fill in.

Step 4

Set the number, dates and currency

Invoice Setup controls the invoice number, issue and due dates, payment terms and currency.

  1. 1Open Invoice Setup and check the invoice number.
  2. 2Choose payment terms such as Net 15. The due date updates for you.
  3. 3Pick the currency, and turn on Show currency code to print it next to the total.
Invoice Setup: choosing Net 15 updates the due date; showing the currency code adds GBP to the total.

Step 5

Add items and services

Line items are edited directly on the invoice, so what you type is exactly what your client sees.

  1. 1Select Add additional item on the invoice.
  2. 2Type the description, then the quantity and rate.
  3. 3The amount, subtotal and total calculate automatically.

Click any cell on the invoice to change it later.

Adding a Winching line item directly on the invoice: description, quantity and rate; the totals update.

Step 6

Apply taxes and discounts

Add the taxes your business charges and apply a discount when you need one. Totals update straight away.

  1. 1Open Taxes & Discounts and select Add tax.
  2. 2To discount the invoice, enter a value, choose Percent or a fixed amount, and select Apply discount.
  3. 3Check the totals on the invoice.

Set your usual tax in Invoice Defaults so it's added to every new invoice.

Adding VAT at 20% and a 10% discount; the invoice totals recalculate.

Step 7

Customize the design

Match the invoice to your brand with a template, colors, corners, font and item table style.

  1. 1Open Design from the top of the builder.
  2. 2Choose a template, then a color pair.
  3. 3Adjust the corners, font and item table until it looks right.
Design: picking colours, rounded corners and a striped item table; the invoice restyles live.

Step 8

Add payment methods

Tell your client how to pay. Bank details and PayPal can be shown in a Payment details block on the invoice.

  1. 1Open Payment Methods and expand Bank Transfer.
  2. 2Enter your bank name, account number and SWIFT/BIC.
  3. 3Turn on Show on invoice. Select Save as business default to reuse these details.
Payment Methods: entering bank transfer details and showing them on the invoice.

Step 9

Write a note to your client

A short, friendly note appears at the bottom of the invoice.

  1. 1Open Notes.
  2. 2Type your message in Note to client.
  3. 3Turn off Show on invoice to hide it from the preview and PDF.
Typing a note to the client; it appears in the invoice notes.

Step 10

Add terms and conditions

Spell out payment terms, late fees or your refund policy.

  1. 1Open Terms & Conditions.
  2. 2Type your terms.
  3. 3They appear on the invoice and in the PDF.
Typing terms; they appear on the invoice.

Step 11

Sign the invoice

Draw or upload a signature to authorize the invoice.

  1. 1Open Signature and choose Draw or Upload.
  2. 2Sign in the box.
  3. 3Select Apply signature.
Drawing a signature and applying it to the invoice.

Step 12

Preview, download and send

When everything looks right, preview the invoice and download a PDF. The arrow next to Send gives you three ways to get it to your client.

  1. 1Select Preview to see exactly what your client will receive.
  2. 2Select PDF to download a copy.
  3. 3Select the arrow next to Send and choose Send by email, Request payment or Copy share link.

Duplicate copies this invoice, and Template saves it as a starting point for future invoices.

The action bar: preview the invoice, download the PDF, then open the Send menu: Send by email, Request payment or Copy share link.

Step 13

Send by email

Email the invoice straight from InvoiceBirds. The PDF is generated automatically and attached when you send.

  1. 1Select Send by email, or press ⌘ + Enter.
  2. 2Enter your client's email in To. Add anyone else in CC, separated by commas.
  3. 3Check the subject and message, then select Send invoice. Its status changes to Sent.

Send invoice stays greyed out until there's an email address in To.

Send by email: entering the client's email and a CC, then sending; the PDF is attached and the status changes to Sent.

Step 14

Request payment by card

Request payment emails the invoice with a secure Pay now button, so your client can pay online by card. The PDF is attached too.

  1. 1Select Request payment.
  2. 2Enter your client's email in To, and add anyone else in CC.
  3. 3Check the subject and message, then select Send payment request.

Card payments go straight to your connected Stripe account.

Request payment: entering the client's email and a CC, then sending; the client receives an email with a Pay now button.