Frequently Asked Questions

How do I create an Invoice?

Invoices allow you to bill a Client for your products and/or services, and help you keep track of your income in FreshBooks. 



Creating an Invoice

There are two ways to start a new Invoice:

If you're on your Dashboard

  1. Click on the Create New button
  2. Then select Invoice. This will take you to the New Invoice screen.

Alternatively, you can click on the Invoices section, then the New Invoice button in the top right. You'll be taken to the New Invoice screen: 

New_Invoice


Each section of the Invoice is broken down into detail below:

Settings

Accept Credit Cards

You can read more about accepting credit cards in this article.

Customize Invoice Style

  • Template - You can choose between Simple or Modern, for the option of having a logo in a corner, or a wide banner across the top of your Invoice.
  • Theme Colour - This will change the colour of your headings (e.g., Description, Rate, Invoice Number). It will also change the banner colour at the top of your Invoice on the Modern template.
  • Font - You can choose between Helvetica (Modern) and Garamond (Classic). 
  • Make Recurring - You can read more about making your Invoice into a recurring invoice here.


Filling out your Invoice

  • Company Name, Email, Phone, Address - This is pre-populated by your Company Profile but you can also edit it here.
  • Logo - You can add a logo to make your Invoice look professional
  • Billed To - Hover your mouse over this area and click to add a Client. You can add a new Client or choose an existing one.
  • Date of Issue - Chances are this won't need to be changed, but if you need to change the issue date, you can do so here.
  • Due Date - Include the date your Invoice should be paid by.
  • Invoice Number - This can be changed to include both numbers or letters if necessary.
  • Description, Rate, Qty, Line Total - This is what you're Invoicing for. Add the Items or Time you're billing your Client for here.
  • Notes - Add a summary, notes or bank transfer details (optional) to the Invoice.
  • Terms - Include your standard payment terms like bank transfer details or a PayPal email so your Clients know when and how they can pay! This is remembered for future Invoices based on your most recent Invoice's Terms.

Once you've selected a Client on your Invoice, you'll see some additional settings appear:

  • Send Late Reminders - You're able to send up to three late payment reminders to your Clients, adding a personal message to each reminder if necessary.
  • Charge Late Fees - You can add late fees x-number of days after the Invoice Due Date. These can either be a percentage of the Invoice value, or a flat fee. 
  • Currency & Language - Here you're able to change the currency or language (either English or French) of the Invoice.

To add Tax to your Invoice on the items, refer to this article

Once the Invoice looks the way you want it, you can either click on:

  • Save - if you're not quite finished working on it.
  • Send - An email preview comes up where you can easily change or add more email addresses and personalize the email for your Client. 

Once saved/sent, you'll be taken back to the Invoices section.  


FAQs

How do I archive an Invoice?

Archiving Invoices allows you to keep your list organized, so you can focus on unpaid Invoices. To archive your Invoices, use these steps: 

  1. Go to the Invoices section
  2. Check the box(es) off next to the Invoices you want to archive
  3. Click on the Actions button
  4. Select Archive

To access your archived Invoices, click on the View Archived Invoices button. Click on any archived Invoice, then click on the More Actions button and select Unarchive to restore it back to the main list.

 

How do I delete an Invoice?

Deleted Invoices do not appear in any Reports you run.

  1. Go to the Invoices section
  2. Check the box(es) off next to the Invoices you want to delete
  3. Click on the Actions button
  4. Select Delete

You can view deleted Invoices by clicking on the deleted link at the bottom of the list as well, where you can also undelete them.

 

How do I know when my Client has viewed the Invoice? 

At the top of all Invoices is a View History bar. Click on this to reveal the full timeline of all events that occurred with your Invoice. Whenever your Client clicks on the link to open the Invoice, the status of the Invoice updates from Sent to Viewed. This is also automatically logged in the Invoice History as "(Client Name) viewed this Invoice on (date)". 

Viewed_Status

 

How do I edit or change my Terms? 

This can be done by editing your most recent Invoice or creating a new Invoice. At the bottom in the Terms section, you can make any changes as needed and it will be remembered for the next future Invoice. 

 

How do I record bad debt or void an Invoice?

Bad debt is when you have done work and created an Invoice for a Client, but that Invoice will never be paid. You can mark an Invoice as bad debt with these steps: 

  1. Go to the Invoices section
  2. Click on the Invoice you want to mark as bad debt
  3. Click on the Edit button
  4. Add a line item (you can call it "Bad Debt" or something similar), with the total as a negative value
  5. Click Save to finish and the total should now be $0 and no longer outstanding.

 

Why is my Client seeing "Invoice no longer available" when they view the Invoice I sent them?

This can be due to a few things: 

  • Changes to the Client profile - re-send the Invoice again
  • Client viewing on unsupported browser - ensure Client has latest browser version installed and is not using Internet Explorer 
  • Deleted Invoice or Deleted Client - go to the Clients or Invoices section and click on the deleted link in case the Client or Invoice is deleted (which you can then undelete)