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      How do I create an Invoice?

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

       

      Create an Invoice

      There are multiple ways to create a new Invoice:

      • On the Dashboard, click on the Create New button, then select Invoice
      • Go to the Invoices section (from the left menu) and click on the New Invoice button
      • Go to the Clients section (from the left menu), click on a Client, then click on the Invoices sub-tab and select the + button (this will create an Invoice assigned to this Client)

       

      From here, you can customize your new Invoice by going through each section below:

      New invoice ready to be filled out.

       

      Company, Client and Invoice Details

      Set up your Invoice by choosing a Client and update any dates as needed with the below:
      Top of invoice showing company and client details along with invoice number and dates.

      • My Company - Your Company information is displayed automatically based off what's in My Company, any changes made here will also update your My Company too
      • Billed To - Click Add a Client and choose an existing Client by typing to search or fill in the blank fields to make a new one. Once a Client is selected, click on it and choose between Edit Client to update their information (which will also update their Client Profile) or Change Client to choose a different one
      • Date of Issue - The date of your Invoice, this defaults to today’s date, or you can click on it and choose between typing in the new date or using the calendar picker instead
      • Due Date - The date your Invoice should be paid by, this is remembered based on the last Invoice you created, or you can click on it and choose between On Date of Issue, After x Days (where you choose the number of days), or Custom (provides a calendar picker). Late Payment Reminders, Late Payment Fees and Payment Schedules are based off the Due Date
      • Reference Field - Enter up to 25 characters for any additional information you need to include, like purchase orders / PO numbers, project codes or work order numbers

       

      Invoice Number

      • If your Country in My Company is set to a specific Country, this will display as Tax Invoice Number instead
      • The default number for your first Invoice is set to 0000001, or you can click and type your own alphanumeric number instead. When you change your Invoice Number, keep in mind the following:
        • Numbers are Unique - The same Invoice Number cannot be used twice (regardless of whether the Invoice is archived or deleted)
        • Numbers Increment +1 - The Invoice Number you set will automatically increment +1 based on the last Invoice created
          • If the Invoice Number reaches its limit of its increment, an extra character is added at the end so it can continue (e.g., the last created Invoice is #9999, this will increment to #10000 on your next Invoice)
          • If you want to avoid extra characters being added, include leading zeroes to accommodate increments (e.g., #0009999 instead of just #9999)
            When viewing your list of Invoices, you can also choose to sort your Invoices by Date instead of by Invoice Number to maintain chronological order

       

      Items, Services, and Taxes

      To bill your Clients for your goods and services, click on the Add a Line button. From there, you can:
      Add a Line button on Invoice.

      • Import Unbilled Time and Expenses - This appears if the Client has any unbilled time or Expenses to rebill, click on this in the dropdown and then follow the rest of the steps here
      • Add an existing Item or Service - Choose from your list by typing in an existing item name. To save you time, go to your Items & Services in your settings to manage your Items and Services to always include a specific Description, Rate and/or Tax so it’s filled out for you next time you add it to an Invoice
      • Create a new Item - Fill out the blank fields for Item Name, Description, Rate and Quantity (Qty), this will automatically be added to your list of Items for future use
      • Add Taxes - Once line items are added, click on the Add Taxes link under the Item’s Rate and check up to two existing sales taxes to apply, or create new sales taxes instead

       

      Other Actions

      • Hover over the left of any line item, click and hold down the three lines icon to drag and rearrange the order of your line items
        Line item on invoice with drag icon showing.
      • Hover over the right of any line item and click on the trashcan icon to delete that line item
        Line item on invoice with trashcan icon showing.

       

      Subtotal and Total Area

      In the Subtotal area, you can modify how the Invoice is paid with any of the below:Invoice subtotals with links to add various payment adjustents.

       

      Notes, Terms and Invoice Attachments

      Near the bottom of the Invoice, you can add extra details and any files for the Client:

      • Notes - Notes are unique to each Invoice and will not be remembered for next time, this is useful for any comments, details and temporary information applicable to this specific Client only
      • Terms - Terms are remembered from the last Invoice created, this is useful for terms of service, contractual obligations or payment instructions that is applicable to all Clients. If you need to change your Terms, ensure your updated Terms are on your most recently created Invoice
      • Attachments - Click on Add an attachment and upload any files (images, pdfs, csvs, spreadsheets, etc up to 30MB each) you'd like to share with your Client on individual Invoices only. These files will also be included if you download the Invoice as a PDF
        Add an attachment inside box at bottom of invoice.

       

      Invoice Settings

      These settings control the look of your invoice, allow you to enable online payments and modify client-specific settings as needed:

      For This Invoice

       

      For Client

      Once you’ve selected a Client on your Invoice, you can modify the following:

      • Send Late Reminders - Send up to three personalized late payment reminders to your Client at specified intervals
      • Charge Late Fees - Add a one-time flat fee or percentage-based fee x-number of days after the Invoice Due Date if it’s still unpaid
      • Currency & Language - Update your Client’s Currency or Language with the steps here
      • Invoice Attachments / Send as PDF - When enabled on the Client Profile first, an additional checkbox appears in the Send To... pop-up to include the invoice as a PDF in the email as well

       

      Save or Send the Invoice

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

      Save

      • If the Invoice is brand new, this will save as a Draft
      • If it’s an existing Invoice, it will save only the updated information, the status remains the same

       

      Send... To

      Click on this to send the Invoice by email or generate a shareable link instead:

      1. In the To: field, the Primary Client is automatically checked off as a sender, along with any Secondary Contacts you’ve sent to on a recent Invoice, Estimate or Proposal (see details here)
      2. If needed, check off any additional Contacts to send the Invoice to
      3. Personalize the email to your Client as needed
      4. If Invoice Attachments / Send as PDF is enabled, check the box off next to Attach a PDF copy of this invoice to include it in the email as well
      5. Click on the Send Invoice button and you’ll be taken back to the Invoices section. The Invoice will be marked as Sent and appear in your financial Reports.


      FAQs

      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)".
      Banner showing viewed status of invoice.

       

      How do I unsend an Invoice or revert it back to Draft status?

      If you've mistakenly sent an Invoice that you didn't want to send, you can use these steps:

      1. In the Invoices section, check off the box next to the Invoice you accidentally sent
      2. Click on the Bulk Actions button
      3. Select Duplicate
      4. Click on the Save button to save the copy as a draft
      5. Return to the Invoices section, and check off the box next to the old Invoice that was sent by mistake
      6. Click on the Bulk Actions button
      7. Then select Delete. If the Invoice was sent by email, you can let your Client know that the link to the Invoice will no longer work.

       

      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. Next to the Invoice you want to mark as bad debt, click on the pencil icon on the right
      3. Add a line item (you can call it "Bad Debt" or something similar), with the total as a negative value
      4. Click Save to finish and the total should now be $0
      5. Next, click on More Actions, then select Add a Payment
      6. Enter a $0 payment and click Add Payment. This ensures the Invoice is no longer Outstanding or Overdue and won't trigger any Late Payment Reminders or Late Fees.

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