Invoices
Create and send professional invoices, track payments, manage partial payments and milestones, and automate recurring billing for subscription services.
Invoices Overview
Navigate to CRM > Invoices to manage all your invoices.
Stats Cards
| Metric | Description |
|---|---|
| Collected | Total payments received |
| Outstanding | Unpaid invoice balance |
| Overdue | Amount past the due date |
| Recurring Revenue | Monthly recurring revenue from active subscriptions |
The list shows all invoices with type badges (Standard, Recurring, Instalment), status, contact, amount, and dates. Filter by status and search by invoice number or contact.
Creating an Invoice
- Go to CRM > Invoices
- Click New Invoice
- Fill in the details:
| Field | Description |
|---|---|
| Contact | Select the customer |
| Lead / Quote / Booking | Optionally link to related records |
| Title | Invoice description |
| Issue Date | When the invoice is issued |
| Due Date | Payment deadline |
| Notes | Notes visible to the customer |
| Internal Notes | Private notes for your team |
- Add line items (from catalog or manual entry)
- Set discount and tax
- Optionally enable milestones for staged payments
- Click Save
Line Items
Same as quotes — add items from your product catalog or create custom line items with description, quantity, unit, unit price, and auto-calculated totals.
Pricing Summary
| Field | Description |
|---|---|
| Subtotal | Sum of all line items |
| Discount | Fixed amount or percentage |
| Tax Rate | Tax percentage |
| Tax Amount | Calculated tax |
| Total | Final invoice amount |
Milestone Invoices
For larger projects, split an invoice into payment milestones:
- Enable Has Milestones when creating the invoice
- Define milestone stages with amounts
- Each milestone becomes a separate payment step
- Track progress through the current milestone
Customers can pay each milestone individually, making large projects more manageable for both parties.
Recording Payments
Record payments as they come in:
| Field | Description |
|---|---|
| Amount | Payment amount |
| Method | Stripe, Bank Transfer, Cash, Cheque, or Other |
| Reference | Payment reference number or transaction ID |
| Notes | Payment notes |
The system tracks:
- Amount Paid — Total payments received
- Amount Due — Remaining balance
- Partial Payments — Multiple payments against one invoice (if enabled in Settings)
Invoice Status
| Status | Description |
|---|---|
| Draft | Not yet sent |
| Sent | Emailed to the customer |
| Viewed | Customer has opened the invoice |
| Partially Paid | Some payments received, balance remaining |
| Paid | Fully paid |
| Overdue | Past the due date with outstanding balance |
| Cancelled | Invoice cancelled |
The system automatically tracks when an invoice is sent, viewed, and paid.