Help/Invoicing/Make and send

Make and send an invoice

Fill in who it is for and what you are charging. The total, the GST and the PayNow QR are worked out from your lines. Then send it by email, WhatsApp or a link.

Screenshots use a fictional business and figures. Select an image to view it full size.

Start an invoice

  1. Go to Invoices and press New invoice. The list shows what is Owed to you, what is Overdue and what was Paid this month.

    Your invoices, with what is owed and what is late at the top.

  2. Type the customer’s Name. As you type, your contacts are offered; pick one and the invoice is linked to them, with their email and billing address filled in. A new name is added to your contacts when you save.

  3. Add their Email (where the invoice and reminders go), and anything for Bill to, such as the address and UEN. Use Copy to for their accounts team.

    Check the Number, Date and Due date. The number runs on from your last invoice and the due date follows your usual payment terms. Add Their PO number if they gave you one.

    Pick the customer from your contacts and their details fill in.

Add what you are charging for

  1. Under What you are charging for, start typing in Description. Services on your menu drop down with their usual price. Press Enter or tap one to fill in the line. The price can still be changed; the line then shows the usual price under it.

    Type a few letters and your usual services appear with their price.

  2. Fill in Qty, Unit price and, if you give one, a Disc. %. Press + Add a line for another line.

  3. If you are GST-registered, choose how GST works for this invoice: + 9% on top, Included in prices, Zero-rated or Exempt. Each line also has its own GST column, for the odd line that is treated differently. The totals underneath update as you type.

    GST at 9% on top: S$1,400 plus S$126 makes S$1,526.

  4. Billing in another currency? Choose it under Currency and check the rate. Your P&L records the invoice in Singapore dollars at that rate.

Paid all at once, or in parts

Under How will they pay?, leave All at once for one payment by the due date. Choose In parts for a deposit now and the rest later, or monthly instalments.

  1. Give each payment a name, a date and a percentage or an amount. The last one is always The rest, so the parts always add up to the total. Press + Add a payment for more.

    The sentence underneath reads it back. The customer’s QR code always asks for the part that is due now, plus anything left unpaid from an earlier part.

    Half now, half in a month. The QR asks for S$763 at a time.

Save it

  1. Under Notes and bookkeeping, add a thank-you note if you like. The P&L category starts on Service Income. The switch below it records the invoice as revenue in your P&L on the day it is issued; leave it on.

  2. Press Save to issue it, or Save as draft to finish later. Your customer cannot see a draft. To issue a draft, open it and press Issue it.

A team member’s invoice may need your approval. If you switched approval on in settings, it says Waiting approval and cannot be sent until you press Approve on it.

Send it

  1. After saving you land on the invoice, shown as your customer will see it. Press Send and choose:

    • Email it to them: they get an email from your business with a button to view and pay. Their replies come to you.
    • Send by WhatsApp: opens a chat to their number with the message and link written for you. If there is no number, you are asked for one.
    • Copy their link: paste it anywhere.
    • I gave it to them myself: for an invoice you printed or handed over. Reminders can start from today.
    The Send button, with the invoice shown as your customer sees it.

  2. Press See what they see to open their page. The list then shows whether it was sent and whether they have opened it.

The Service menu tab holds the things you bill often, at their usual price. Press Add a service, or type a line on an invoice with its price and press + Save to your service menu under it.

Running Bookings or Shop too? Press Import from Bookings & Shop and tick what to copy onto your menu. It is a copy: changing a price in Bookings or Shop later does not change your menu until you import again.

Your usual services, ready to pick on any invoice or quote.

Questions

Can I change an invoice after sending it?

Yes, with Edit under More. Their link shows the new version and the old one is kept in the activity. Once any money is paid or credited on it, the total can no longer change; use a credit note instead.

Can the customer change the amount in their banking app?

No. The QR is locked to the amount due now. On an invoice paid in parts, that is the current part.

How do I bill the same thing again?

Open an old invoice, press More and Duplicate. For something every month, set up a repeat invoice.

Can I delete an invoice?

Only a draft, or one nobody has seen and nothing is paid on. Anything else is cancelled instead, so the number stays on the record.

Next: Get paid · ← Invoicing