Customizing Your Invoices
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
- 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.
Invoice Payment Terms
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:
- 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.
Making an Invoice
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:
- Click on Make Invoice
- Add all Pertinent Data pertaining to the invoice
- Select a client from the Bill To dropdown menu
- Enter the Item, Price, and Quantity of the products or services being invoiced
- 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.
Saving an Invoice
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.
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.”
Updating an Invoice
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:
**You will not be able to edit an invoice after it has been sent or downloaded.
Adding a Discount
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:
- Click on Make Invoice
- 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
- Click Add New Discount or Add Another Discount
- Input the Discount Name
- Add the Discount as a percentage or a flat dollar amount
- Select Apply to this invoice and/or Add to my discounts
- Click Apply
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.
Sending an Invoice
Once you have created your invoice, you are able to process it in various ways. By utilizing the options on the bottom of the invoice screen, you can:
- Add Options to your invoice
- Save your invoice
- Preview your invoice
- Download the invoice
- Send your invoice directly to your client
Invoices can also be sent from the Invoices tab if you’ve previously saved it as a draft but decided to send it later.
To send from the Invoices Tab on the left-hand side of your dashboard:
- First, select the invoice you’d like to send
- Click the Arrow under Actions to send
- Add Options to your invoice
With Invoice Maker, you are able to view all of your invoices in one convenient place. By reviewing your Invoice History, you are able to easily check the status of, as well as complete a number of actions for each invoice saved to your dashboard.
From the Invoices tab, you can perform the following actions for each invoice:
- View your invoice history
- Check invoice Status
- Review your Invoice Totals
By having all of your invoices in one place, you can get a quick overview of each, and perform all the necessary functions to facilitate your transactions.
You can find an invoice easily by using our Search Bar, and you can sort your invoices by any metric listed:
- Invoice #
No status is applied when a user makes a new invoice. If a user applies any status to an invoice before saving it, that will automatically trigger a save.
Draft: If you save an invoice but it has not been sent to anyone. Invoice status moves to unpaid once the invoice is sent to someone.
Unpaid: Once you send an invoice to someone, it is automatically categorized as unpaid. Changing an invoice status from unpaid to paid will be done manually unless you are processing payments through one of Invoice Maker’s 3rd party Payment Processors, then it will categorize automatically as unpaid until payment is made in full.
Paid: You will mark the invoice as paid in the status dropdown menu manually if collecting payment directly. If you are processing payments through one of Invoice Maker’s 3rd Party Payment Processors, this status will categorize automatically as paid once payment is made in full, and the invoice reflects a $0.00 balance due.
Refunded: If you refund a customer, you must manually update the status to refunded. Draft invoices cannot be refunded because they have not been sent. If you are processing payments through one of Invoice Maker’s 3rd Party Payment Processors, this status will update manually if you refund the payment through the Payment Processor.
Void: An invoice that has already been sent to someone that needs to be canceled. You cannot delete an invoice that has already been sent to someone, so void would be your only option to keep the invoice in your records. Draft invoices cannot be voided, only deleted.
Deleted: When you delete a draft invoice, the status is also deleted.
Joel creates an invoice to bill Invoice Maker for website design and immediately clicks on "send" to send the invoice. This invoice is automatically classified as unpaid until Ryan changes it.
Invoice Maker reached out to Joel because the invoice they received was short by 5 hours. Joel goes to his invoices page, clicks on the invoice, and marks it as void. Joel then creates a new invoice for the additional 5 hours, but this time he downloads the invoice instead of sending it so he can just email Invoice Maker the PDF. This new invoice is automatically marked as unpaid since the platform assumes that the download action is the same as sending an invoice.
Joel received payment from Invoice Maker for the new invoice he sent. Joel likes to keep track of his accounting, so he goes into the invoice and marks it as paid.
Joel creates a new invoice for a new client that contains 15 hours of design work. Joel is not ready to send the new client their invoice for another 5 days, so he just saves the invoice. This invoice becomes a draft. In 5 days, Joel realizes he needs to add 5 hours to this invoice. Joel navigates to his invoices page, finds the draft, clicks on "edit invoice", adds 5 hours, and sends the invoice. This invoice becomes unpaid.
The Invoice Timeline is the static list of events that occur from any invoice. Within your dashboard, you will have the ability to view a basic log of events relating to a particular invoice that you created.
This list is the sequence of events from start to finish based on the Invoice Timeline.
- Invoice Created
- Invoice Saved
- Invoice Voided (if applicable)
- Email Sent
- Email Opened
- Invoice Viewed
- Invoice Downloaded
- Payment Failed (if applicable)
- Payment Refunded (if applicable)
- Payment Successful
We at Invoice Maker strive to make sending invoices and collecting payments as easy and user-friendly as possible through our platform. We offer various tool tips for commonly used actions throughout our system to give you a brief indication of what that tool, action, or line item means and how to use it.
You have the ability to leave the tool tips visible throughout our system, or you can toggle them to be hidden through your account settings.
To toggle your tool tips between VISIBLE/HIDDEN, follow the prompts:
- Click on Settings on the left-hand side of your screen
- Under Account, toggle the Tool Tips between ON/OFF
- Click Save Changes