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How to issue/reissue and email/print a sales invoice

How to issue your invoice:

Once an invoice has been saved as a draft, it still needs to be issued to the client. To do this, simply navigate to the ‘Sales’ tab and then the ‘Invoices’ sub-tab.

You can then use the sorting checkboxes to find the invoices that are in draft status or scroll down and you’ll see a list of all invoices. These will be tagged with a “status” label which you can use to easily identify them. 
Once you've found the invoice you want to issue, select the relevant ‘
Options’ button and select ‘Issue’:

You’ll then be presented with your invoice summary, which you can choose to ‘Edit’, ‘Issue’ or ‘Issue and email’ to the client.
Whilst your invoice is in a "Draft" status, you can make any changes to it from this screen by selecting the 'Edit' option. Please be advised that once an invoice is issued, you can no longer amend/delete it from your accounting records.
What if I didn't have my VAT Number when I issued the invoice, but now my client is asking for it to be reissued with the VAT?

 Once an invoice is issued it can’t be deleted from accounting records, however, you can correct this via a credit note against the invoice. Please see here for guidance.
Once you've issued the full credit note against it, you can go back to the original invoice and select its 'Options' menu and then select 'Raise similar invoice' where it'll pre-populate the same information, you'll just need to change the issue date because it will automatically select today's date, and then go down to the "Line Items" section where you can then edit that line item so that it adds VAT on top of the original charge for your services.

How to email your invoice:
When emailing an invoice, you’ll see pre-populated text for the email subject line and email content, which you can change if you’d like to make the invoice more personal.
Within the subject line of the email, you’ll see the placeholder text:{{invoice-number}}, which will be populated with the actual invoice number once the invoice is emailed. If you’d like to remove the invoice number from the subject, please make sure you remove the entire placeholder, including the double curly brackets.

Using dynamic fields:

There are additional dynamic fields, like the {{invoice-number}} field, that you can use within the email. These are listed below.

All of these dynamic fields will be populated with real data once the email is sent:











Please note: The email content will only accept plain text without any HTML or styling, other than the dynamic fields mentioned above.

If you’d like to add a new email address, click on the ‘Edit Client’ link in the ‘Select or add email address’ section. You’ll be redirected to the ‘Edit Client’ page, where you can add a new contact. 

Save’ the changes and then select the new contact from the ‘Select or add email address’ section and proceed to email the invoice.
You also have the option to download a .PDF of your invoice, which you can print off and post it to your client or attach to your email and send on.
If you're happy with it, you'll then need to issue the invoice where you'll then be returned to the list of your invoices with a confirmation message that your invoice has been issued.

What if my issued invoice is incorrect and I need to delete or correct it?

Need to record a "client payment" against an invoice?

Interested in setting up a "recurring invoice"?

Need to attach an expense to an invoice to "recharge" it to your client?

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Still unsure? No problem! Take a look at our handy raising & issuing your invoices video:

Last Updated: 12 Nov 2019 01:51PM GMT
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