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Creating Invoices
Creating Invoices

Add information about your completed work to send it to your customers

Written by CustomerBase Dev Team
Updated over a week ago

Invoices are the most important tool to ask your customers to pay for the services you provide.

The CustomerBase web application allows creating invoices manually, or through the jobs page. Check out our guide on how to do that in the 'Creating a Job' article.

In this article we will lead you through the following steps:

Creating an invoice

To create an invoice manually go to the 'Invoices' page from the left-side menu and click on 'Add Invoice':

Another way to add an invoice is to click on the plus icon in the top right corner and select 'Invoice' on the drop-down menu:

Fill out the relevant information in a brief invoice form in the pop-up window. Please note that a customer has to be selected for each invoice:

You may also check the 'Draft' box if you wish to add the invoice as a draft first. The box is checked by default. Click on 'Save & Edit':

A new invoice form will appear as well as a list of the invoices on the left.

You can easily add a new invoice by clicking on the plus sign on the top bar.

Working with an invoice form

The invoice form allows to view the customer information, edit the list of employees, dispatched for the job, as well as the invoice title and the payment due date.

To set the payment due date, go to the 'Payment Terms' field and select the appropriate item from a dropdown menu:

The date can be set either as due on receipt, by the end of the current or next month, calculated to be within 15/30/45/60 calendar days, or customized.

If you already have a job, appointment, or class associated with the invoice, you may choose which data should be used, or if they should be merged. Select the relevant job in the 'Job' field, pick the appropriate action from the 'Merge Data Strategy', and click on 'Save'. The same works for appointments and classes if you go to the corresponding tab:

Please note that you have to save the assigned job and the merging strategy manually, because the data will be overwritten permanently.

The next step is adding items to the invoice. To do that, click on 'Add Item':

Put in the item name and description or select the item from your price list, and add relevant taxes and discounts. Below you may also add a description and terms and conditions for your customer.
Once you uncheck the 'Draft' box, the invoice can be sent to the customer and processed for payments:

The form also allows attaching files and adding notes to the customer, which will be visible on the invoice.

An activity log at the bottom allows you to trace all the actions made within the form by the employees. It is for internal use only and is generated automatically:

Sending an invoice

Before sending an invoice, you can preview it by clicking on the 'Preview' button in the top right menu:

Once you are ready to send the invoice, make sure the 'Draft' box is unchecked and just click on 'Send'. The invoice will be sent to the customer as an e-mail and a text message.

By clicking on the 'More' section, you will be able to clone, archive, delete the invoice, or make it void.

Processing payments

To mark the invoice as paid, you can either add payment by clicking on the

'Payment' button in the body of the form or on the 'Pay' button in the top right corner.
Make sure the 'Draft' box is unchecked otherwise the payment functions will be inactive:

Put in the payment amount (if it is different from the invoice total) and select the payment method (by card, cash, check, or other methods), then click on 'Pay'. You also have an option of generating a QR code or sending a link for the payment by e-mail or as a text message:

The invoice will change its status to 'Paid' or 'Partially paid'.

If the payment has to be refunded, click on 'Refund' in the payments section:

See also:

Creating Estimates [link]

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