FAQ
Frequently asked questions and answers
General Questions
Common questions about using Invotify.
What is Invotify?
Invotify is a professional invoicing platform that helps businesses create, manage, and send invoices and quotes. It includes features for customer management, product catalogs, recurring billing, custom templates, payment integration, and analytics.
Who is Invotify for?
Invotify is designed for freelancers, small businesses, and enterprises who need a streamlined way to create professional invoices, manage customers, and track payments.
How much does Invotify cost?
Invotify offers three plans: Starter at €19/month (€190/year) with core features, Pro at €49/month (€490/year) with watermark-free docs, payments, products, advanced reports and more, and Lifetime at €499 one-time for permanent access to all Pro features plus future updates.
Can I use Invotify on mobile?
Yes! The web app is fully responsive, and there are native iOS and Android apps plus an Apple Watch companion and iOS home/lock-screen widgets — all included on every plan, signed in with your existing account. The mobile and watch apps require an internet connection to sync. See the Mobile, Watch & Widgets section for details.
How secure is my data?
Invotify uses industry-standard security: encrypted HTTPS connections end-to-end, two-factor authentication and passkeys for account access, company-scoped data isolation (your data is never visible to other accounts), and strict rate limiting to prevent abuse. Passwords are hashed with modern algorithms and never stored in plain text.
What languages does Invotify support?
Invotify supports 21 languages: Arabic, Chinese, Danish, Dutch, English, Finnish, French, German, Hindi, Italian, Japanese, Korean, Latvian, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish, Turkish, and Ukrainian. Right-to-left layout is fully supported for Arabic. Switch interface language from the globe icon in the navigation; set a per-customer language to send each client their documents in their preferred tongue.
Is there a dark mode?
Yes! Toggle between light and dark themes using the theme switcher in the top navigation bar. Invotify can also detect your system preference automatically.
Account & Access
Questions about your account and access.
How do I create an account?
Visit the Invotify website and click "Sign Up". You can create an account using email/password, Google sign-in, or Apple sign-in. If using email, you'll need to verify your email address.
How do I reset my password?
Click "Forgot Password" on the login page. Enter your email address and we'll send you a password reset link. Check your spam folder if you don't see it within a few minutes.
Can I change my email address?
Changing the email on an existing account isn't currently available in Settings — contact support and we'll help you switch your account to a new address.
How do I enable two-factor authentication?
Go to Settings → Security and, in the Two-Factor Authentication section, toggle "Email Code" on. 2FA is active immediately — from your next sign-in, a 6-digit code is emailed to you to complete the login.
What are passkeys and how do I use them?
Passkeys are a modern, phishing-resistant second factor: after entering your password, you confirm the sign-in with your device's biometric sensor (fingerprint, face) or a security key. Set them up in Settings → Security → Passkeys.
How do I delete my account?
Go to Settings → Privacy & Data and click "Delete My Account". This is permanent and removes all your data. We recommend exporting your data first.
Can multiple users access my account?
Yes, on the Pro plan, which includes up to 10 team seats. Invite your accountant, virtual assistant, or team members by email and choose their role (Admin or Member). Members get exactly the permissions you grant them — nine granular permissions cover invoices, quotes, customers, products, templates, schedules, reports, team management, and billing. Starter and Lifetime are single-user (1 seat). See the Team section of the docs for details.
Invoices & Quotes
Questions about creating and managing documents.
Where can I find my invoices?
All your invoices are listed in the "Invoices" section of your dashboard. Use the search bar to find specific invoices by number or customer name, and use filters to narrow by status.
Can I edit a sent invoice?
Yes, invoices can be edited after sending — send the customer an updated version afterwards. For invoices that have been formally issued or paid, consider a credit note instead, which preserves the audit trail.
How do I duplicate an invoice?
Open the invoice you want to duplicate and click the "Duplicate" button in the actions menu. This creates a new invoice with a new number, today's date, but the same content and customer.
Can I convert a quote to an invoice?
Yes! Open the accepted quote and click "Convert to Invoice". This creates a new invoice with all the quote details. The original quote is preserved and marked as "Converted".
How do recurring invoices work?
Enable a recurring schedule when creating an invoice. Choose the pattern — daily, weekly, monthly, or yearly — or a custom interval (every N days/weeks/months/years), including weekly-on-specific-days and "nth weekday of the month" rules. Invotify generates new invoices automatically on their scheduled dates (or a chosen number of days ahead, giving you a review window), and — if you enable auto-send — emails them to the customer on the invoice date with the PDF attached. You can pause, resume, or end a schedule at any time. Recurring schedules are available on every plan; charging a stored card automatically on generation is Pro-only.
Can I accept online payments on my invoices?
Yes, with a Pro or Lifetime plan. Connect your Stripe or PayPal account in Settings → Integrations, then a pay button (and optional payment link) ships with every invoice. Customers pay directly and the invoice flips to Paid automatically. On Starter, you can still record payments manually.
How do I send an invoice to my customer?
Open the invoice details page and click "Send". Verify the recipient email, optionally add a message, and click Send. The invoice PDF is automatically attached to the email, along with the share link (and on Pro, a payment link).
Can I share an invoice as a link instead of emailing it?
Yes. Generate a share link on the invoice and send it through any channel — chat, your own email client, a messaging app. The recipient opens a clean, branded page with no login required, where they can view the invoice and download the PDF (and pay online on Pro with Stripe connected). The link uses a random, hard-to-guess token, and you can revoke it at any time. Available on every plan.
Can I tell when a customer has viewed my invoice?
Yes — invoice view tracking logs every time a shared invoice is opened, recording the timestamp, source (link, email, portal, or api), IP address, and browser. The invoice detail page shows a view count plus first- and last-viewed timestamps, so a view with no payment is your cue to follow up. Included on every plan.
Templates & Customization
Questions about customizing your documents.
Can I customize my invoice template?
Yes. The Template Builder lets you drag any of 22 block types onto a precision grid and style every block to match your brand. Save as many templates as you need, duplicate and remix them, and assign different templates per invoice.
How do I add my logo?
Go to Settings → Business Information and upload your logo. Supported formats: PNG, JPG, GIF, WebP (maximum 5MB). Square images work best. The logo automatically appears in the Brand block on your templates.
Can I use multiple templates?
Yes, create and save as many templates as you need. When creating an invoice or quote, select which template to use. This is useful for different document types or client categories.
Are there premade templates available?
Yes! The Templates page includes a "Professional Designs" shop with 12 professionally designed templates. Click "Add" on any design to add a copy to your collection, then customize it to match your brand.
What block types are available in the template builder?
The builder ships 22 block types grouped into five categories. Identity: Brand/Logo, From, Bill To, Ship To. Document: Invoice Number, Issue Date, Due Date, Service Period, PO Number, Custom Fields. Content: Item Lines, Text Block, Notes & Terms, Image. Money: Amount Due, Payment Details, Payment Terms, Signature. Layout: Divider, Status Stamp, Barcode, QR Code.
Can I hide certain fields on my template?
Yes. Open a block's configuration panel and use the Fields tab to show or hide individual fields (labels, dates, columns, and more) without deleting the block — easy to re-enable later if needed.
Can my documents be signed electronically?
Yes. Invotify supports digital signatures on both invoices and quotes, included on every plan. Add a Signature block to your template and set your default signer name, title, and signature image in Settings — your documents then go out signed. Your clients can sign too, without an account: the public share page has a signing pad where they enter their name and draw their signature. Captured signature records carry the signer's name, optional email, IP address, browser, and exact timestamp as an audit trail. Note: this is a simple electronic signature with an audit trail — it is not an eIDAS-qualified signature, and Invotify makes no guarantee of legal enforceability. See the Digital Signatures section for details.
Team & Permissions
Questions about multi-user teams, roles, and invites.
How many team members can I invite?
Multi-user teams are a Pro feature, with up to 10 seats total (the seat count includes the owner). There is no extra per-seat fee within that limit. Starter and Lifetime are single-user — 1 seat — so to add teammates you would upgrade to Pro. Pending invites reserve a seat, so you cannot invite past the limit.
What can each role do?
Owner has full access including billing and cannot be removed. Admin has every permission by default, billing included — reserve it for trusted teammates. Member has whatever permissions you explicitly grant — invoices, quotes, customers, products, templates, schedules, reports, team management. Pick exactly what each teammate can touch.
Can I have more than one Owner?
No. Every account has exactly one Owner — the person who signed up and is responsible for billing. If you need to transfer the account (e.g., you’re selling the business), contact support to transfer ownership.
How do I revoke access when someone leaves?
Open the Team page from the sidebar, find the person, and click Remove. Their sessions are invalidated immediately and they lose access. Their historical actions remain in the activity log for audit purposes.
Can a Member see invoices they didn’t create?
Yes, if they have the Manage Invoices permission. Team scope is company-wide — everyone with access to a feature sees all the data in that feature. Invotify doesn’t have per-invoice ownership (yet).
What happens if an invite email lands in spam?
Tell the invitee to check their spam folder. If they still can’t find it, revoke the invite from the Team page and send a new one. Invites are valid for 7 days from the moment you send them.
Can I audit what my team members did?
Yes — the Activity Log records key actions (invoices created, sent, and marked paid, products created, team invites and role changes, bank connections and matches) along with who did it and when. Filter by person or by date to narrow the view.
Can I require sign-off before an invoice is sent?
Yes, with approval workflows (a Pro feature, included with Lifetime). Set rules in Settings → Approvals — for example "invoices over €1,000 need admin approval," "first invoice to a new customer," or "every quote." A matching document is held back automatically and cannot be emailed until an owner or admin approves it (the block is enforced server-side, returning a 409 APPROVAL_PENDING). The creator can’t approve their own document, so it’s always a genuine second review. On Starter you see a preview with an upgrade prompt; no rules run.
Credit Notes
Questions about credit notes, refunds, and corrections.
When should I use a credit note vs. editing an invoice?
Edit an invoice only if it’s still in draft. Once it’s been sent or marked paid, issue a credit note instead — it preserves the audit trail and keeps your accountant happy. Credit notes are the proper way to document any correction after an invoice has been formalized.
Can I issue a partial credit?
Yes. Credit notes support any amount up to the original invoice total. Common uses: one returned item out of several, a negotiated discount after the fact, or correcting a line item overcharge.
Does a credit note automatically refund the customer?
No. A credit note is a document — it reduces the linked invoice’s outstanding balance when you issue it, but it never moves money. Invotify does not push refunds to Stripe, PayPal, or your bank on your behalf. Process any actual refund through your usual channel (Stripe, bank transfer, cash) and mark the credit note as Applied once it has cleared.
Can I void a credit note?
Yes. Voided credit notes remain in the system for audit purposes but have no financial effect. Void a credit note if it was issued in error. Don’t delete it — deletion breaks the audit trail.
Do credit notes show on customer statements?
Yes. Every customer statement includes invoices, payments, and credit notes with a running balance, so the full financial history is one document.
Products & Inventory
Questions about the product catalog and stock tracking.
Do I need to create products to use Invotify?
No, products are optional — and the product catalog is a Pro feature (included with Lifetime). You can always type line items manually on each invoice on any plan. On Pro, products let you select pre-configured items with saved descriptions, prices, cost prices, and tax categories.
How does stock tracking work?
Stock tracking is part of the Pro product catalog. Enable it in Settings → Features, then set stock quantities and low-stock thresholds on individual products. You'll receive notifications when stock falls below the threshold or is depleted, and every change is recorded in a stock-movements log.
Does stock automatically decrease when I create an invoice?
On Pro with stock tracking enabled, stock is deducted automatically — when an invoice is created with status Sent, or when it is later marked Paid (whichever happens first, never both). Each deduction decrements the products on the invoice and writes a "sale" entry to the stock-movements log. If stock tracking is off, nothing changes.
Can I organize products into categories?
Yes, products can be assigned to categories: Services, Software, Hardware, Consulting, Training, Support, Licensing, Subscription, and Other.
What unit types are available?
Invotify supports 10 unit types: Unit (generic), Hour, Day, Month, Year, Piece, Service, Project, License, and Subscription.
Payments & Billing
Questions about getting paid and managing your subscription.
How do I accept online payments on invoices?
Stripe and PayPal are available on Pro and Lifetime plans. Connect your account in Settings → Integrations, and every invoice you send ships with a pay button. With Stripe, customers pay with cards, Apple Pay, Google Pay, iDEAL, SEPA, and more depending on your region. Invotify flips the invoice to Paid automatically the instant the payment succeeds.
What happens when an invoice goes overdue?
If you have reminders enabled, Invotify sends polite branded emails to the customer on the schedule you configured (e.g., 7 and 14 days after due). Each email includes the invoice number, amount, and due date. If you prefer manual control, Invotify notifies YOU instead — you decide whether to send a nudge or handle it another way.
Can I charge late fees?
Yes, on all plans. Configure a grace period, a fee type (fixed amount or percentage), and an optional maximum cap in Settings → Document Settings (in the Default Payment Terms card). Once an overdue invoice clears the grace period, apply the fee from the invoice with one click. Check your local regulations before enabling late fees.
Can I split a big quote into multiple invoices?
Yes — that’s progress invoicing. Tick "Allow progress invoicing" in the quote editor (when creating or editing the quote), then bill any percentage or fixed amount at any time from the quote’s progress view. Invotify tracks the running total and blocks you from over-billing the quote. Common splits are 30/30/40 or 50/50. See the Quotes section for details.
What currencies are supported?
Invotify supports 102 currencies including USD, EUR, GBP, CAD, AUD, JPY, CHF, INR, CNY, SEK, NOK, DKK, PLN, and many regional currencies. Set your company default in Settings → Document Settings, then override per customer or per invoice as needed. Stripe picks up the invoice currency automatically at checkout.
How do I record a payment that came through cash or wire?
Open the invoice and click "Record payment." Enter the amount and optional notes (e.g., "wire transfer, ref 1234"). The invoice updates immediately — partial amounts keep it open for the remainder. Manual payment recording is available on every plan, including Starter.
What financial reports does Invotify provide?
The dashboard shows revenue, outstanding, paid, and pending plus a revenue chart on every plan, and customer statements (a per-client running-balance PDF over any date range) are also on every plan. The advanced report suite is Pro: Revenue, Profit & Loss, Aging (30/60/90+ buckets), DSO (days sales outstanding), and a Tax report with CSV export. Revenue, P&L, and Tax count paid invoices only; Aging and DSO look at what’s still owed. Note: Invotify doesn’t track expenses, so the P&L is income-focused, not a full accounting P&L. See the Reports & Analytics section.
Can I match bank transactions to invoices automatically?
Yes, on Pro and Lifetime. Connect your business bank via Plaid (US, UK, and Canada) in Settings → Integrations. Invotify streams in transactions, scores each incoming credit against your open invoices on amount, date, and customer name, auto-confirms high-confidence matches (recording the payment and flipping the invoice to Paid), and lets you confirm or ignore the rest with one click. See the Bank Sync section.
How do I upgrade my plan?
Go to Settings → Billing and click "Change Plan". Compare features, select your plan, and complete payment via Stripe. Your upgrade takes effect immediately.
Can I get a refund on my Invotify subscription?
Subscriptions and Lifetime purchases are non-refundable per our Terms of Service, except where a refund is required by law. You can cancel a subscription at any time and keep access until the end of the paid period. Contact support if you believe your situation qualifies for a legally required refund.
Can I switch between monthly and yearly billing?
Yes, you can switch between monthly and yearly billing at any time through the Stripe Customer Portal (Settings → Billing → Manage Subscription). Yearly billing saves 15-20%.
Technical Questions
Technical questions about Invotify.
What browsers are supported?
Invotify works on all modern browsers including Chrome, Firefox, Safari, and Edge. We recommend keeping your browser updated for the best experience and security.
Can I export my data?
Yes! Go to Settings → Privacy & Data and click "Download My Data". This downloads a JSON file containing all your profile data, invoices, quotes, customers, products, and templates.
Does Invotify work offline?
Invotify requires an internet connection to function. Your data is stored securely in the cloud and syncs automatically.
How are PDFs generated?
PDFs are generated server-side to ensure consistent, high-quality output. They match your template layout exactly and are optimized for A4 printing.
When do recurring invoices generate?
Recurring invoices generate automatically on their scheduled dates — or earlier if the schedule has a "generate ahead" window. The system runs once per day and picks up every schedule that is due for that day. If you enabled auto-send, the generated invoice is emailed to the customer on its invoice date, so a generate-ahead window doubles as review time before it goes out.
How often do notifications update?
Notifications are delivered in near real-time for events that happen in the app (such as a payment being received) and are evaluated regularly for time-based events (overdue invoices, expiring quotes, low stock).
Can I disable features I don't use?
Yes! Go to Settings → Features to toggle Quotes, Products (with nested Stock Tracking), Calendar, Credit Notes, Reports, Activity, and Team on or off. Disabled features are hidden from the sidebar but your data is preserved.
Can I export structured e-invoices (UBL / CII / Peppol)?
Yes, on Pro (included with Lifetime). From an invoice you can generate a standards-compliant XML file in three formats: UBL 2.1, CII (UN/CEFACT — behind Germany’s XRechnung and France’s Factur-X), and Peppol BIS 3.0. This is export-only — Invotify produces the XML and you download it; it does not transmit onto the Peppol network. Delivering a Peppol invoice still requires your own Peppol Access Point provider. E-invoice export is for invoices only, not quotes. See the E-Invoicing section.
How much file storage do I get?
You can attach receipts, contracts, and signed documents to customers. Storage is 100 MB on Starter, 5 GB on Pro, and 10 GB on Lifetime, with each individual file up to 20 MB regardless of plan. The Files page shows a usage bar (amber at 75%, red at 90%). Uploads that would exceed your quota are blocked — the limit is enforced at the database level — and deleting files frees up space immediately. See the Files & Storage section.