Invoices
Create, manage, and send professional invoices to your clients
Invoice Management Overview
Invoices are the core of Invotify. The Invoices section allows you to create professional invoices, track their status, send them to customers, and manage your entire billing workflow.
What you can do with Invoices: - Create new invoices from scratch or templates - Edit existing invoices - View invoice details with full PDF preview - Send invoices via email with PDF attachments - Download invoices as PDF files - Duplicate invoices for similar transactions - Track payment status (draft, sent, partial, paid, overdue) - Filter and search through your invoice history - Set up recurring invoices on a schedule for regular billing - Generate payment links for online payments (Pro/Lifetime) - Record manual and partial payments with a running balance
Creating Invoices
Creating an invoice in Invotify is straightforward with our split-screen editor. The left panel contains all input fields, while the right panel shows a real-time A4-sized preview of your invoice.
Invoice Editor Features:
Header Section: - Invoice number (auto-generated based on your numbering preferences in Settings) - Issue date (defaults to today) - Due date (defaults to 30 days after the issue date) - Template selection from your saved templates
Customer Section (Bill To): - Select existing customer from a searchable dropdown - Or create a new customer inline without leaving the editor - Customer details (name, email, address, tax ID) auto-populate from saved data
Line Items: - Add unlimited line items to each invoice - Each item has: description, quantity, unit price - Select items from your product catalog for quick entry (product catalog requires Pro) - Up to two independent tax rates per line item - Per-line discount as a percentage or fixed amount - Automatic subtotal calculation per line - Remove items with one click
Totals Section: - Subtotal (sum of all line items before tax) - Tax amount (calculated from individual line item rates or default rate) - Discount (optional, fixed amount or percentage) - Grand total (automatically calculated)
Additional Options: - Notes field for payment terms, messages, or special instructions - PO Number for customer purchase order reference - Custom text blocks and other elements via the 22 template block types that power every invoice PDF
Steps
- 1
Click New Invoice
From the Invoices page, click the "New Invoice" button in the top right
- 2
Select Template
Choose a template or use the default. Templates control the visual layout and which blocks appear.
- 3
Choose Customer
Select a customer from the dropdown or create a new one inline
- 4
Set Dates
Adjust issue date and due date if the defaults don't fit
- 5
Add Items
Add your products or services with quantities and prices. Use the product selector for saved items.
- 6
Review Preview
Check the live A4 preview on the right side of the screen
- 7
Save Invoice
Click Save to create the invoice. It will be saved as a draft that you can edit further or send.
- Use the product catalog to quickly add commonly billed items with pre-set prices
- Set default tax rates in Settings to save time on each invoice
- The preview updates in real-time as you make changes
- You can switch templates even after adding content - your data is preserved
Managing Invoices
The invoice list page provides powerful tools for managing all your invoices. You can search, filter, sort, and take actions on individual invoices.
List View Features: - Sortable columns: Number, Customer, Date, Due Date, Amount, Status - Search by invoice number or customer name - Filter by status (Draft, Sent, Paid, Pending, Overdue) - Filter by customer and by date range - Pagination for large invoice lists
Available Actions: Each invoice has an action menu (the three-dots button) with the following options:
Open the invoice details page with full PDF preview and all document information
Modify invoice content (for sent or paid invoices, consider a credit note to preserve the audit trail)
Create an exact copy of the invoice with a new invoice number and today's date
Generate and download the invoice as a professional A4 PDF file
Send the invoice PDF to the customer via email with an optional message
Permanently remove the invoice (requires confirmation)
- Use the search bar to quickly find invoices by number or customer name
- Click column headers to sort the list ascending or descending
- Duplicate invoices when creating similar ones for the same customer
- Filter by "Overdue" to see which invoices need follow-up
Invoice Statuses
Invoices in Invotify have different statuses that help you track where each invoice is in your billing workflow. Understanding these statuses helps you manage your accounts receivable effectively.
Invoice has been created but not yet sent to the customer. You can still make edits freely.
Invoice has been sent to the customer (and is awaiting payment). Sending by email sets this status automatically.
A partial payment has been recorded. The invoice stays open for the remaining balance, which is tracked as a running amount due.
The invoice has been paid in full (amount due reaches zero). No further action needed. A notification is generated when a payment is recorded.
The due date has passed and the invoice is not yet fully paid. Set this status from the actions menu — you will receive a high-priority notification when an invoice goes past due.
- Past-due invoices trigger high-priority notifications and are flagged on the dashboard — update their status to "Overdue" from the actions menu
- Recording a payment for less than the amount due moves the invoice to "Partial" and keeps it open for the rest
- Mark invoices as "Paid" when you receive payment to update your dashboard metrics
- Overdue invoices trigger high-priority notifications so you never miss a follow-up
PDF & Email
Invotify generates professional PDF documents and provides built-in email functionality to send invoices directly to your customers.
PDF Generation: - Professional A4-sized PDF documents that match the builder pixel-for-pixel - Includes all invoice details and your business branding (logo, name, address) - Follows your selected template layout exactly - Automatic formatting and page breaks for long item lists - Download instantly from any invoice detail page - Optimized for printing on standard paper
Note on watermarks: On the Starter plan, delivered PDFs carry a small "Invoice created with Invotify" watermark. Pro and Lifetime plans produce clean, watermark-free documents.
Email Sending: - Send invoices directly to the customer's email address - PDF automatically generated and attached to the email - Customizable email message, localized to the customer's language - Tracks "Sent" status on the invoice automatically - A pay-online link is included when you have a payment provider (Stripe or PayPal) connected (Pro/Lifetime)
Email Process: 1. Open the invoice details page 2. Click the "Send" button 3. Verify the recipient email address 4. Optionally customize the message 5. Click Send to deliver the invoice with PDF attachment
Generate and download professional A4 PDF instantly
Send invoice with PDF attachment directly to customer
View the PDF directly in the browser before downloading or sending
PDFs are optimized for printing on standard A4 paper
- Always verify the customer email address before sending
- Add a personal message to your emails for better client relationships
- Download a copy for your records before sending
- The "Sent" status helps you track which invoices have been delivered
Payment Links
If you have a Pro or Lifetime plan with a payment provider connected, you can generate payment links that let your customers pay invoices online directly. Invotify supports Stripe (Connect) and PayPal.
How Payment Links Work: - Generate a unique checkout link for any invoice - The link can be shared via email, messaging, or any channel - Customers click the link and pay securely through Stripe or PayPal - When the provider's webhook confirms the payment, the invoice status flips to Paid automatically
Setting Up Payment Links: 1. Connect Stripe or PayPal in Settings → Integrations 2. Create or open an existing invoice 3. Click "Payment Link" from the invoice actions 4. A shareable URL is generated 5. Send the link to your customer or include it in the invoice email
Payment Methods Accepted: Customers can pay with the methods enabled on your provider account — for Stripe this includes cards plus Apple Pay, Google Pay, iDEAL, and SEPA where available.
For the full payment-provider setup, manual payment recording, partial payments, and late fees, see the dedicated Payments section.
Important: Payment links require a connected Stripe or PayPal account and are available on Pro and Lifetime plans only.
Generate unique checkout URLs for each invoice
Payments are processed securely through Stripe or PayPal
The provider webhook flips the invoice to Paid when payment clears
Customers can pay with cards and other provider-supported methods
- Payment links require a connected Stripe or PayPal account (Settings → Integrations)
- This feature is only available on Pro and Lifetime plans
Recurring Invoices
For clients you bill regularly, Invotify supports recurring invoice schedules. Set up a schedule once, and Invotify automatically generates invoices at your chosen interval. Recurring schedules are available on all plans.
Recurrence Patterns: There are four base patterns, each with an "every N" interval so you can build any cadence: - Daily - Every N days - Weekly - Every N weeks, with specific day selection (e.g., every Monday and Thursday). Set the interval to 2 for a bi-weekly schedule. - Monthly - Every N months, by specific day(s) of the month (e.g., the 1st) or by weekday pattern (e.g., the 2nd Tuesday). Use interval 3 for quarterly or 6 for semi-annual. - Yearly - Every N years, with month selection
Configuration Options: - Schedule name for easy identification - Start date for the schedule - End condition: never, a specific end date, or a maximum number of occurrences - "Generate ahead" window so documents are created a chosen number of days before the date - Auto-send option to automatically email each invoice (PDF attached) to the customer on its invoice date - Auto-charge (Pro): charge a customer's stored payment method when each invoice generates
How It Works: 1. Create an invoice as your template 2. Enable the recurring schedule toggle in the invoice editor 3. Configure frequency, pattern, and timing 4. Save the invoice with the schedule attached 5. Invotify generates invoices automatically on the scheduled date 6. Generated invoices appear on your Calendar and in your invoice list
Steps
- 1
Create Invoice
Set up the invoice with all details as you want it to appear each cycle
- 2
Enable Recurring
Toggle the recurring schedule option in the invoice editor
- 3
Set Frequency
Choose daily, weekly, monthly, or yearly, then set the "every N" interval (e.g. weekly every 2 = bi-weekly)
- 4
Configure Pattern
Set specific days, dates, or weekday patterns depending on the frequency
- 5
Set End Condition
Choose when to stop: never, on a specific date, or after N occurrences
- 6
Optional: Auto-Send
Enable auto-send to email each invoice automatically on its date — the customer needs an email address on file
- 7
Save Schedule
Save the invoice to activate the schedule
- Use monthly schedules for retainer clients or subscription services
- For bi-weekly, quarterly, or semi-annual billing, set the matching "every N" interval on the weekly/monthly pattern
- Check the Calendar to see upcoming scheduled invoices — click any event's "View Schedule" to manage its schedule
- You can pause, resume, or cancel a schedule at any time
- Enable auto-send to fully automate your recurring billing