Knowledge Base

Welcome to Invoice Maker! If you are a current business owner or just getting started while pursuing your passion, we’re here to help you keep your accounting processes on track.

We make it easy for you to bill and get paid by your clients. Our custom dashboard quickly shows you what invoices you’ve sent, who owes you money, and what payments you’ve collected, allowing you to spend more time on the things that matter.

Invoice Maker offers an option to integrate with a simple credit card processing platform that makes it seamless for your customers to make safe and secure payments directly through our app or online.

Invoice Maker gives you the opportunity to create and manage a secured account where you can customize, save, edit, send, and track your invoices, etc; all for FREE!

If electing to utilize Invoice Maker to accept payments through our system (optional), Users acknowledge that a 3rd Party Payment Processing Service Provider is used. The Payment Processing Service Provider may impose payment processing fees charged at a rate that is not determined by Invoice Maker. In full disclosure, Invoice Maker may receive a portion of the processing fee per our agreement with the Payment Processing Service Provider. 

For more information, you may read our Terms of Use [HERE].

If you are having trouble logging into your Invoice Maker account, there are a number of possible reasons. We recommend troubleshooting to see if any of the following issues are occurring:

• Incorrect email address entered
• Incorrect password entered (case sensitive)
  • If you cannot remember your password, simply click Forgot Password? from the Login Screen
• Previously created an account using a social login
  • Apple Sign In
  • Google Sign In
  • Facebook Sign In
    • If you originally created your account using one of these social logins, you will not be able to login directly with an email address
• You previously did not create an account with Invoice Maker, even though you may have sent invoices in the past

If troubleshooting the scenarios above does not grant you access to your Invoice Maker account, simply send an email to support@invoicemaker.com with the following information:

• First Name / Last Name
• Email Address used to create the account

Our dedicated support staff will research the issue further and contact you back with instructions on how to resolve your login issue.

You can change your password for security reasons or reset it if you forget it. Your Invoice Maker password is used to access your online dashboard which includes all of your invoice and client data, so it is important to keep it safe and update it periodically.

To change your password:

1. If logged in, click on your Name in the top right corner of your dashboard
2. Click Logout
3. From the Login Screen, click Forgot Password?
4. Enter your Email Address that you signed up with
5. Click Send Reset Instructions 
   • Instructions will be sent to your email to reset your password
6. Follow prompts in your email from hello@invoicemaker.com
7. Return to the Login Screen
8. Enter your new password, and you will be taken to your dashboard using your new password credentials

To reset your password when not logged in:

1. From the Login Screen, click Forgot Password?
2. Enter your Email Address that you signed up with
3. Click Send Reset Instructions 
   • Instructions will be sent to your email to reset your password
4. Follow prompts in your email from hello@invoicemaker.com
5. Return to the Login Screen
6. Enter your new password, and you will be taken to your dashboard using your new password credentials

To ensure delivery of your email instructions, check your Spam or Bulk Mail folders.

• Add hello@invoicemaker.com to your address book

**Choose a password that you haven’t already used with the account**

An invoice is a document that outlines service or goods provided in exchange for payment or trade. The party requesting payment (“payee”) creates the invoice writing their details, client’s details, description of goods or services, and the total amount owed. The preferred payment method should be included and once complete should be sent to the client (“payer”) via e-mail, standard mail, or text message.

Invoice Cover Sheet – For a more professional look and acts as a Table of Contents for the itemized list of charges.

History

The oldest known human writing is actually a 7,000 year old sales receipt. While we know the sales receipt was for clothing, the oldest known form of payment was made in beer in the same ‘cuneiform’ writing.

At least 3 years for USA residents. According to the Internal Revenue Service (IRS), an individual or company is required to keep an invoice under the following circumstances:

• 4 years for invoices related to the payment of employees. The 4-year period begins after the date the tax is due or is paid, whichever is later;
• 6 years for invoices that are not reported on your income taxes and represent more than 25% of gross income;
• 7 years if filed the invoices are related to a claim for a loss from worthless securities or bad debt deduction; and
• Indefinitely if the invoice was made in a tax year where no filing was made or if a fraudulent return was filed.

Though a profile is not required to send an invoice through Invoice Maker, you have the ability to save the invoice and all customer data by creating a 100% FREE account. By creating an account you will be able to easily track, update, and monitor all invoice transactions that you create.

                                         ✅ Save Invoices        ✅ Save Products

                                         ✅ Accept Payments  ✅ Send Estimates

                                         ✅ Save Clients           ✅ View Reports

All you need is a valid email address and to create a password, and you will be able to access your Invoice Maker secure dashboard. You can also sign up using your social logins from Google and Facebook.

Sign up with Invoice Maker:

With Google Sign In

1. Go to the signup page here 
2. Click on the Sign up with Google button
3. Enter your email address or phone number and click Next
4. Enter your Google Password and click Next
5. You’ll be taken to your Invoice Maker dashboard to complete your registration

With Facebook

1. Go to the signup page here 
2. Click on the Sign up with Facebook button
3. Enter your Email Address or Phone Number and enter your Facebook Password
4. Click Login
5. You’ll be taken to your Invoice Maker dashboard to complete your registration 

Sign up with Invoice Maker via email address

1. Go to the signup page here 
2. Click on Not a Member? Sign up here
3. Enter your Email Address
4. Next, create a password (minimum of 6 characters)
5. You’ll be taken to your Invoice Maker dashboard to complete your registration

You will receive a confirmation email requiring you to verify your email address. Follow the prompts and you will be directed to register and set up your account.

While registering your account, you will be able to add the details for your business. Follow the prompts to input your company profile’s information.

• Country (outside USA will be added soon)
• Company Information
• Location
• Customization
• Set up your account to Accept Payments (optional)

Welcome to Invoice Maker! After registering your account and verifying your email address, you have the ability to personalize your company profile and settings. You will add your company details, preferred contact information, and even upload your company’s logo.

Take it a step further to customize your invoices according to the format that fits your brand. You can update your default currency, set your preferred date format, and choose your invoice color.

With Invoice Maker

1. Go to the signup page here 
2. Enter in your email address
3. Next, create a password (minimum of 6 characters)
4. Click on Login and you’ll be taken to your dashboard to complete your registration

After you’ve set up your account, you can always go back into your settings on your dashboard to make updates. From here, you can also upload a company logo, and change the theme of your invoices.

With Invoice Maker, you are able to upload your company's logo to display it on every invoice. This is not mandatory, but it does help to create continuity between invoices and help to build brand loyalty.

From your dashboard:

• Click on Settings
• Click on Account
• Click on Upload Logo
• Click Save Changes

You are able to drag-and-drop an image to upload, or browse your computer. 

You can change your password for security reasons or reset it if you accidentally forget it. Your Invoice Maker password is used to access your online dashboard which includes all of your invoice and client data, so it is important to keep it safe and update it periodically.

To change your password:

1. If logged in, click on your Name in the top right corner of your dashboard
2. Click Logout
3. From the Login Screen, click Forgot Password?
4. Enter the Email Address that you signed up with
5. Click Send Reset Instructions 
   • Instructions will be sent to your email to reset your password
6. Follow prompts in your email from hello@invoicemaker.com
7. Return to the Login Screen
8. Enter your new password, and you will be taken to your dashboard using your new password credentials

To reset your password when not logged in:

1. From the Login Screen, click Forgot Password?
2. Enter the Email Address that you signed up with
3. Click Send Reset Instructions 
   • Instructions will be sent to your email to reset your password
4. Follow prompts in your email from hello@invoicemaker.com
5. Return to the Login Screen
6. Enter your new password, and you will be taken to your dashboard using your new password credentials

To ensure delivery of your email instructions, check your Spam or Bulk Mail folders.

• Add hello@invoicemaker.com to your address book

**Choose a password that you haven’t already used with the account.

When setting up your Invoice Maker account, you have the ability to customize the look of your invoices. You can select your default currency, date format, and invoice color scheme.

From your dashboard:

• Click on Settings
• Click on Invoice Customization
• Choose your Default Currency from the dropdown
  • USD (more currencies may be added in the future)
• Choose your Date Format from the dropdown
  • MM/DD/YY
  • DD/MM/YY
• Choose your Invoice Color
• Set your Default Invoice Notes
  • These notes will appear on every invoice you create.
• Set your Default Terms
  • Next Day
  • 7 Days
  • 14 Days
  • 30 Days
  • 60 Days
  • 90 Days
  • 180 Days
  • 365 Days
• Invoice Maker Branding Toggle (ON/OFF)

Click Save Changes to save any updates made to the customization settings.

**These settings can be updated at any time, but any changes made will appear only on invoices made after the settings have been saved. No previous invoices will reflect the changes made to the updated customization settings.

You are able to customize your invoice payment terms based on your agreement with your customers. We offer some standardized timeframes, as well as, a custom field for you to specify any terms you like. 

Available Invoice Terms:

• None
• Custom
• Next Day
• 7 days
• 14 days
• 30 days
• 60 days
• 90 days
• 180 days
• 365 days

If you preset your payment terms for all of your invoices through your Settings Tab, the invoice due date will populate automatically based upon your selected terms.

If you select custom in the terms dropdown, nothing changes. The due date stays whatever the last selection was and you can manually edit the due date. You can always do this anyway, even if you have selected predetermined terms through your Settings.

If you select none in the terms dropdown, the due date input should be hidden.

From your Invoice Maker account dashboard, you are able to make personalized and customized invoices with ease. Once you verify your account, you can create your first invoice upon log in.

To make an invoice, simply follow the prompts:

1. Click on Make Invoice
2. Add all Pertinent Data pertaining to the invoice 
3. Select a client from the Bill To dropdown menu
4. Enter the Item, Price, and Quantity of the products or services being invoiced
5. To add multiple items, click New Item

You are able to add an Item Description, set the Tax, and allocate a Discount per item (if applicable).

Once you add the pertinent data to an invoice (client, product, taxes, discounts), that data will automatically save in your Invoice Maker dashboard for future use. You can find the saved data in the menu bar on the left-hand side of your dashboard.

Once your invoice is complete, you can add notes through Options. You can also Save, Preview, Download, or Send your invoice.

Auto Saving

Saving an invoice without sending it to a client will save the invoice as a draft.

Sending an invoice will automatically save the invoice as unpaid. Downloading an invoice will automatically save the invoice as unpaid.

Status Dropdown

Until a user saves their invoice, the status dropdown is hidden. Once saved, the status appears above the “Save” button.

Send/Download Autosave Alert (can no longer edit)

If you attempt to download or send an invoice, the invoice will be “auto-saved”. If you utilize the auto-save feature, you will no longer be able to edit this particular invoice. You have the ability to set your preferences to “not show this alert again.”

Once you have created your invoice by adding all of the necessary information, you are able to update it in various ways. By utilizing the “Invoices” button on the left-hand side of your screen, you can view a complete list of your invoices. For each individual invoice you can:

• Send 
• Preview 
• Download
• Edit 
• Duplicate 
• Archive

**You will not be able to edit an invoice after it has been sent or downloaded. 

From your Invoice Maker account dashboard, you are able to add a discount to your invoice. Once you create a discount, you have the option to apply it to the current invoice only or add it to My Discounts to make the discount available to all other invoices created.

To add a discount, simply follow the prompts:

1. Click on Make Invoice
2. Click on the Discount dropdown button next to the Product Description
   • From here, you can search and select a previously created discount or create a new one
   • You have the ability to add a discount from this dropdown button to add and save a discount even if you do not want to add it to the current product
3. Click Add New Discount or Add Another Discount
4. Input the Discount Name
5. Add the Discount as a percentage or a flat dollar amount
6. Select Apply to this invoice and/or Add to my discounts
7. Click Apply
8.  

You have the ability to update or delete your discounts at any time. You are able to add multiple discounts to the same product, if applicable. Updates to the details of discounts will only reflect on invoices made after the edits have been completed and saved. Changes to discount data will not update previous invoices that include that discount.

From your Invoice Maker account dashboard, you are able to create products with ease.

To create a product, simply follow the prompts:

• Click on Products on the left-hand side of your dashboard

• Click New Product

• Add all Pertinent Data pertaining to the new product
  • Product Name
  • Description (50 character limit)
    • This description will be listed on your invoices
  • Price
  • Taxes (if applicable)
    • You can add a new tax, or assign an existing tax to the new product

• Click Add

You can also create a product directly from the Make Invoice screen.

• Click on Select Product
• Click Add New Product
• Add all Pertinent Data pertaining to the new product
• Click Add

Once the new product is created, you can add it to any future invoice. You have the ability to edit or delete a product from your Products Tab at any time.

**Products that are edited will only reflect their new information on future invoices. Previous invoices that utilized the old product's information will not be updated.

**It is the User's responsibility to verify any and all tax rates to be imposed prior to adding to any invoice.

From your Invoice Maker account dashboard, you are able to edit products with ease.

To edit a product, simply follow the prompts:

1. Click on Products
2. Use the Search Bar to locate the product you wish to edit
3. Click on the Edit Product “pencil” icon under Actions for the product you wish to make changes to
4. Edit any Pertinent Data relating to the product
1. Name
2. Description
3. Price
4. Taxes (if applicable)
5. Click Update

You have the ability to edit or delete a product from your Products Tab at any time.

**Products that are edited will only reflect their new information on future invoices. Previous invoices that utilized the old product's information will not be updated.

**It is the User's responsibility to verify any and all tax rates to be imposed prior to adding to any invoice.

From your Invoice Maker account dashboard, you are able to save and view all of your company's products in one place. This makes it easy to search all of your products and services in case you need to make updates or delete any that you no longer offer.

From the Invoice Maker dashboard, simply click on Products to view your product list.

You have the ability to edit or delete a product from your Products Tab at any time.

**Products that are edited will only reflect their new information on future invoices. Previous invoices that utilized the old product's information will not be updated.

From your Invoice Maker account dashboard, you are able to add a tax to your products. You can either add a tax when creating a new product or adding and saving it after the initial product was created. 

Once you save a tax, it will be available to assign to any other products you create.

To add a product tax to a product that’s already been created, simply follow the prompts:

1. Click on Products
2. Click on the Edit Product “pencil” icon for the product you wish to make changes to
3. Click Add A Tax To This Product
1. Click Add New Tax
2. Input the Tax Percentage
3. Add the Tax Name
4. Click Update Product

You may create a tax for the current invoice, or save it for later use directly from the invoice screen. If you wish to save it for later, add using the instructions above but make sure you do not select it after saving it in your list of taxes.

You have the ability to update or delete your product taxes at any time. You are able to add multiple taxes to the same product, if applicable. Updates to the details of product taxes will only reflect on future invoices after the edits have been completed and saved. Changes to tax information will not update previous invoices created that include that tax.

**It is the User's responsibility to verify any and all tax rates to be imposed prior to adding to any invoice.

With Invoice Maker, you are able to add and store all of your client data in your secure dashboard. By adding and saving your clients’ information, you will be able to invoice, communicate with, and monitor the payment activity for each of your clients with ease. 

From your Invoice Maker dashboard, simply follow the prompts to add a client:

1. Click on Clients
2. Click New Client
3. Enter the Client Details
4. Click Add Client

You can also add a client while creating your invoice.

From the Make Invoice page:

1. Click the drop-down menu where it says Bill To
2. Click Add New Client

**You are able to add an existing client to the invoice being made, or simply add that client's information to your dashboard for later use.

With Invoice Maker, you are able to add and store all of your client’s contact information in your secure dashboard. It is easy to update your client’s information if your main point of contact has changed, or for any other changes that may need to be made. 

From your Invoice Maker dashboard, simply follow the prompts to edit or update a client’s data:

Click on Clients

1. Use the Search Bar to locate the client you need to edit
2. Click on the Edit Client tool for your client
3. Update the Client Details
4. Click Update Client

When growing your business, there is nothing more important than being able to reach and accommodate your clients across all channels. That is especially true for accepting payments, as well. Invoice Maker offers you the opportunity to collect credit card payments externally AND directly through our platform.

Though you can still have an account and send invoices without collecting payments through Invoice Maker, linking your account to a Third-Party Processing Service Provider is a beneficial tool that takes all the legwork out of getting paid. Just send your invoice, sit back, and collect your payment without lifting a finger.

Steps to accept credit card payments:

1. Create your Invoice Maker account
2. Verify your account
3. Connect it to our 3rd Party Payment Processing Service Provider, Stripe

To verify your account to accept payments, follow the prompts below:

1. Click on the banner at the top of your dashboard where it says Verify Your Account
2. Select Merchant, Stripe, and click Next
3. Gather information needed to connect your account
4. Click Connect with Stripe 
5. Follow the prompts to continue setting up with Stripe
6. Secure account. Make sure to copy and store your emergency backup code, once Stripe issues you one
7. Add all pertinent Business and Personal Details
8. Add your Preferred Bank Account (where you'd like your payments to be sent once paid via credit card)
9. Add your Driver's License information or other Government-Issued Identification for verification
10. Submit and you're all done! Start collecting payments as soon as you send your invoices through Invoice Maker!!

All personal information entered into the Third-Party Processor, Stripe's, platform is 100% secure. Invoice Maker does not have access to any financial or personal information entered through Stripe. All payments facilitated through Invoice Maker's platform are processed externally by the Third-Party Processor directly, and any disputes regarding Third-Party platform fees must be directed to the Third-Party platform itself and will not be responded to through Invoice Maker. To read more about how your data is secure and how your information is used through Stripe, you can review their Privacy Policy HERE.

From your Invoice Maker account dashboard, you are able to manage your payments received outside the Invoice Maker system, and through our 3rd Party Payment Processors, e.g. Stripe.

Manual Payments

Definition: A manual payment is a cash, check or "other" payment that a business owner has received outside of the Invoice Maker system. The purpose is to track payments and balances when a payment has been received outside our system, either by cash, check, or "other", which could be anything such as a payment made by Paypal, cashApp, Venmo, etc.

Manual Payment Requirements:

Business Owner Input

1. User has to manually input payment type and amount
2. Payment Amount: required field
3. Payment Date: required field. The payment date defaults to the current date it is updated
4. Payment Method: Cash, Check, Other (required field)
5. Internal Payment Note: plain text field for whatever the user wants (e.g. check number, specify "other" method (not required field). "Internal Payment Note" lets the user know only they will see the note

Invoice

1. Invoice Total: Total before any payments. This is always displayed as "Invoice Total"
2. Paid to Date: The amount currently paid to date, displayed as "Paid to Date"
3. Balance Due: Invoice total - Paid to date, displayed as "Balance Due"

Status

1. An invoice remains Unpaid until the balance is paid-in-full, and there is a $0.00 balance due
2. Refund is used for invoices that have the entire balance refunded
3. Partially Refunded is used when a partial payment is refunded

Partial Payments

Definition: any payment amount entered against a balance due that is less than the total amount due

Requirements:

1. Recipient will always be presented with a payment screen that is auto-filled with the total amount due to the entire invoice
2. Recipient will always be able to enter a lower amount

• cash - amount
• check - amount - check #
• other - note field (Venmo, cashApp, Paypal, etc.)
• collect deposit
• collect partial payment
• refund deposits and partial payments

Deposits: default amount on the first payment is only the deposit amount

Refund: If a refund is not for the total amount, the status = partially refunded. If a refund is for the full amount, status = refunded

Sales Tax (USA only)

A sales tax is calculated as a percentage of goods sold and is determined by the location where the sale took place. Sales taxes are administered by each State, County, and District(s) in the USA.

• Use TaxJar to find a sales tax by zip code.

Value-Added Tax (VAT)

A value-added tax (VAT) is a tax that is calculated based on the cost of the goods or service charged. This tax is administered by most countries and usually is targeted at imported items.

• Use Avalara to find the VAT .

Are Services Taxed?

Services are taxed based on the service provider’s country. In most countries, services are taxed at the Value-Added Tax (VAT).

In the USA, only four (4) States charge taxes on general services:

• Hawaii – 4% (tax.hawaii.gov)
• New Mexico – 5% and will be 5.125% on July 21, 2021 ( www.avalara.com)
• South Dakota – 4.5% (dor.sd.gov)
• West Virginia – 6% (tax.wv.gov)

Is Shipping Taxed?

Most likely no but depends on the final destination of the product. For example, in the USA shipping is taxed in about half the States as long as the shipping charge is separate from the sale (see table below).

Maximum Late Fee | Penalties

Below are the maximum penalties that can be charged if an invoice is not paid. Any late fees must be written in the invoice at the time of sending it to a client. The late fee is calculated by the total amount owed multiplied by the interest rate (%) on a per annum basis.

By Country (Top 50)

Usury Rates by State