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Customers, vendors, and team access

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Check your own permissions as a team member See the role and businesses currently available to your team login.
Choose a team member's business access Choose which businesses a teammate may work in.
Remove team access when someone leaves Remove future team access while preserving the work already recorded.
Add a customer, with or without an email address A customer can be saved before you know their email address.
Find a customer's documents, payments, and outstanding balance Use the customer’s workspace and statement to review what they owe and what has already been recorded.
Update a customer's billing details Confirm the customer and business before changing billing details.
Add a vendor and review what you owe them Create a vendor record for a supplier you buy from.
Invite a team member and choose what they can do Invite a colleague with the role and business access their work requires.
Find a vendor's bills, orders, credits, and payments Start from one supplier when you need to trace a purchase or payment.
Limit a team member to selected customers Let a teammate work with specific customers rather than the entire customer list.
General
General
Invoice
Invoice
Estimate
Estimate
Reports
Reports
Accounting
Accounting
Proposal & Contract Management
Proposal & Contract Management
Worklog
Vendors
Collection
  • General
  • Getting started and finding your way
    • Choose an invoice, estimate, proposal, or payment link
    • Review dashboard totals and pending work
    • Find a record with search, filters, and sorting
    • Navigate the app on a phone or tablet
    • Follow the dashboard guide to your first invoice
    • Set up your business before you send your first invoice
  • Your account, business profiles, and plan
    • Request account closure
    • Find notifications and choose which updates you receive
    • Reset your password or recover access to your account
    • Understand customer limits and available options
    • Download a receipt for your Invoice Crowd subscription
    • Change your plan or stop its next renewal
    • Check your plan, renewal date, and usage limits
    • Set up a custom domain for customer documents
    • Customize customer pages and add a business signature
    • Change the address, tax ID, and contact details on your documents
    • Switch between light and dark mode
    • Update your name, photo, and sign-in details
    • Show or hide optional tools in your business workspace
    • Change the app language
    • Protect your sign-in with two-factor authentication
    • Add a business profile and switch between businesses
    • Check a lifetime plan or get help with a deal code
    • Set your billing currency and number format
    • Set the default due date for new invoices
    • Choose how dates appear on documents
    • Add your business logo to customer documents
  • Customers, vendors, and team access
    • Check your own permissions as a team member
    • Choose a team member's business access
    • Remove team access when someone leaves
    • Add a customer, with or without an email address
    • Find a customer's documents, payments, and outstanding balance
    • Update a customer's billing details
    • Add a vendor and review what you owe them
    • Invite a team member and choose what they can do
    • Find a vendor's bills, orders, credits, and payments
    • Limit a team member to selected customers
  • Products, services, inventory, and importing records
    • Import paid invoices without emailing customers
    • Import customers, vendors, or items and check the results
    • Import existing invoices without duplicating invoice numbers
    • Find rejected import rows and correct the file
    • Update existing items by SKU from a spreadsheet
    • Record a stock adjustment and review stock movements
    • Prepare a spreadsheet for import and match its columns
    • Read the inventory summary report
    • Check a product's unit, price, tax, and available quantity
    • Turn on inventory tracking and check stock on hand
    • Save a product or service for reuse
  • Invoices and the invoice editor
    • Offer a delivery note without showing prices
    • Find a voided invoice and issue a replacement
    • Correct an invoice after a payment has been recorded
    • Void an unpaid invoice and keep its number
    • Choose between voiding, deleting, refunding, or crediting an invoice
    • Add a file to an invoice or its email
    • Review planned costs and record actual invoice item costs
    • Check whether an invoice was sent, viewed, or paid
    • Troubleshoot invoice PDF and preview differences
    • Mark an invoice as sent when you delivered it another way
    • Share an invoice link or download the invoice as a PDF
    • Share an invoice through WhatsApp
    • Send a test invoice to yourself without issuing it
    • Check the customer and line totals on an invoice draft
    • Cancel or change a scheduled invoice email
    • Send an invoice now or schedule it for later
    • Change an invoice draft and check the saved preview
    • Change invoice numbering for new documents
    • Duplicate an invoice or estimate for a new job
    • Create your first invoice and preview it before sending
  • Document designs, fields, and language
    • Edit a saved template and use it on a new document
    • Build an invoice template and preview it with sample details
    • Archive or restore an invoice template
    • Choose the columns customers see in the item table
    • Add extra information to an estimate with custom fields
    • Change the Bill To and Bill From details
    • Translate the labels on an invoice template
    • Change the background of customer document pages
    • Add a custom field to a document
    • Show or hide the Overdue stamp
    • Choose a default invoice template for your business
  • Estimates and customer approval
    • Create and send an estimate for approval
    • Set an estimate expiry date and preview it
    • See whether an estimate was approved, declined, or expired
    • Find the approval and signature for an accepted estimate
    • Plan item costs while preparing an estimate
    • Add recurring items to an estimate
    • Choose whether an estimate requires a verification code
    • Choose what happens after an estimate is approved
    • Let a customer remove optional items from an estimate
    • Let a customer change quantities on an estimate
    • Convert an accepted estimate to an invoice
  • Proposals, agreements, and signing
    • Import an existing proposal and check the converted layout
    • Collect required client details inside a proposal
    • Assign proposal reviewers and signers and set signing order
    • Find a signed proposal and its approval history
    • Archive a proposal and restore it later
    • Convert an approved proposal to an invoice
    • Send or schedule a proposal and track its status
    • Review, comment on, or sign a proposal as a recipient
    • Preview the client's copy before sending a proposal
    • Add signature and initials fields to a proposal
    • Add prices, packages, and optional services to a proposal
    • Add, move, and style sections in a proposal
    • Save sections to the content library and reuse them
    • Create a reusable proposal for services or products
    • Build a proposal template you can reuse
    • Create a proposal from a template or a blank page
    • Start a proposal from a customer's workspace
    • Show proposal fields based on a client's answer
    • Add a dropdown field to a proposal
    • Add checkbox choices to a proposal
    • Add a single-choice field to a proposal
    • Add a date field to a proposal
    • Let a client adjust or remove a proposal item
  • AI help and drafting
    • Create an expense draft from a receipt with the AI Assistant
    • Create project time entries from meeting notes with AI
    • Ask the AI Assistant about balances and reports
    • Review and confirm AI changes before saving
    • Check AI credits, access, and attachment limits
    • Draft a proposal with AI and review it before sending
    • Improve one proposal section without rewriting the rest
    • Draft an agreement with AI and review its terms
    • Create reusable proposal sections or a template with AI
    • Draft an invoice or estimate with AI
    • Prepare a bill, purchase order, or credit note with AI
    • Choose between Ask AI and the AI Assistant
    • Get product guidance with Ask AI
  • Reminders, late fees, and email delivery
    • Set a flat or percentage late fee and check when it applies
    • Change reminders on one invoice without changing the default
    • Check why an older invoice did not send a reminder
    • Choose reminders for estimates that are awaiting a response
    • Review an email with an uncertain delivery status
    • Troubleshoot a document email that was not received
    • Connect Gmail to send documents from your address
    • Choose automatic invoice reminders for new invoices
    • Connect Gmail with an app password
    • Change the default wording of document emails
    • Use your own outgoing email server
  • Payments, deposits, credits, and refunds
    • Choose between cancelling a sale and refunding an overpayment
    • Return the unused part of a customer advance
    • Download a receipt for a customer payment
    • Create a debit note for an additional customer charge
    • Record a customer advance and apply it later
    • Check a pending payment before recording another one
    • Review a customer payment that needs attention
    • Find incoming payments and the invoices they paid
    • Show a bank payment QR code and confirm money received
    • Offer different payment methods on one invoice
    • Record a payment you received outside Invoice Crowd
    • Apply available customer credit automatically to invoices
    • Record a customer refund and check the remaining balance
    • Apply a customer credit note to an invoice
    • Create a customer credit note
    • Set fees for particular payment methods
    • See how a payment fee changes the customer's total
    • Allow partial payments on an invoice
    • Split an invoice into scheduled payments
    • Choose a default payment method for new invoices
    • Show bank transfer instructions on an invoice
    • Set up the payment methods your business accepts
  • Payment providers and checkout
    • Connect PayFast to accept invoice payments
    • Troubleshoot a missing payment method at checkout
    • Find a provider's payment notification URL and check its setup
    • Understand payment provider test and live modes
    • Check whether PhonePe is available for your business
    • Check whether M-Pesa is available for your business
    • Connect Telr to accept invoice payments
    • Set up Payoneer and check a payment request's status
    • Connect PayTabs to accept invoice payments
    • Connect Paystack to accept invoice payments
    • Connect GoCardless for supported bank payments
    • Connect Airwallex to accept invoice payments
    • Connect Authorize.Net to accept invoice payments
    • Connect Braintree to accept invoice payments
    • Connect Razorpay for one-time invoice payments
    • Connect Square to accept invoice payments
    • Connect Stripe and check which payment options it offers
    • Connect Razorpay subscription payment notifications
    • Connect PayPal using a client ID and secret
  • Recurring billing, retainers, and payment links
    • Choose which time entries count against a retainer
    • Edit or delete a payment link
    • Review retainer hours, carryovers, and extra billable work
    • Preview a payment link and its resulting invoice
    • Pause or finish a retainer and review its final period
    • Create a recurring invoice schedule and check the next date
    • Pause or cancel a recurring invoice schedule
    • Find an invoice created by a recurring schedule
    • Change the price or billing date for future recurring invoices
    • Troubleshoot a missing recurring invoice
    • Help a customer update their subscription payment method
    • Set up a monthly retainer with included hours
    • Create a reusable payment link for a package
    • Combine one-time and recurring items on one invoice
    • Choose between recurring invoices and automatic payments
  • Projects, tasks, and billable time
    • Export timesheet entries for a selected period
    • Read a project's profitability report
    • Share project work for client review
    • Add project notes and expenses and find linked documents
    • Review billable work before invoicing it
    • Start and stop the timer or enter time manually
    • Turn unbilled project time into an invoice
    • Add custom fields to a project
    • Compare logged, billed, and unbilled time by team member
    • Review a project's time summary
    • Switch between projects when tracking time
    • Log time against a task
    • Check logged and unbilled hours for a task
    • Record a team member’s time against a project task
    • Create tasks within a project
    • Set a project budget and compare it with actual costs
    • Choose how a project is billed
    • Assign team members to a project
    • Create a project for a customer
  • Purchases, expenses, and vendor payments
    • Find vendor payments and their linked bills
    • Record income without duplicating invoice payments
    • Choose how an expense was paid and which account to use
    • Track expenses by customer or project
    • Set up and review a recurring expense
    • Create a purchase order and send it to a vendor
    • Convert a purchase order to a bill
    • Record a full or partial vendor payment
    • Record a vendor bill, its due date, and the amount owed
    • Add an expense from a receipt
    • Manage vendor credits and refunds
  • Customer and vendor portals
    • Find purchase orders, bills, payments, and credits as a vendor
    • Remove customer or vendor portal access
    • Sign in as a customer and find your invoices and receipts
    • Review an estimate or proposal from the customer portal
    • Review recurring invoices, payment links, and credit notes as a client
    • Find a project's tasks, hours, and deliveries as a client
    • Troubleshoot payment or approval access in the customer portal
    • Invite a vendor and set their portal access
    • Invite a customer to their portal
  • Bookkeeping, starting balances, and bank statements
    • Create a budget and compare actual spending against it
    • Import a bank statement and check the dates and amount columns
    • Match a bank statement line to an existing payment
    • Create a bank rule to match statement descriptions
    • Review unmatched bank entries and duplicate statement imports
    • Close or reopen a bank reconciliation period
    • Enter opening balances from another system
    • Add an account to your chart of accounts
    • Choose the right account from your chart of accounts
    • Enter customer opening balances and credits
    • Enter vendor opening balances and credits
    • Correct an opening balance without duplicating sales or bills
    • Record and review a manual journal entry
    • Lock a completed accounting period and review exceptions
    • Set up a fixed asset and review its depreciation
  • Reports and sharing with your accountant
    • Find unpaid vendor bills by age
    • Check invoiced sales for a customer or period
    • Compare expenses by category or vendor
    • Compare dashboard totals with financial reports
    • Review missing exchange rates in a report
    • Schedule a report and choose its recipients
    • Export an accountant pack for a reporting period
    • Choose a report for sales, cash, profit, or debt
    • Read your profit and loss statement
    • Read your balance sheet at a particular date
    • Understand a cash flow statement
    • Trace an amount in the general ledger
    • Use the trial balance to check account totals
    • Find overdue customer balances by age
    • Read income totals and check the report currency
    • Filter an income report by category
  • Tax, currencies, and electronic invoicing
    • Prepare quarterly GST or composition-scheme workpapers
    • Review tax deducted by customers and tax collected on sales
    • Review reverse-charge documents and GST advances
    • Prepare e-invoice or e-way bill files and check their status
    • Check Peppol transmission history and resolve a rejected invoice
    • Set up Peppol and prepare an invoice for electronic delivery
    • Import a supplier's electronic invoice as a bill
    • Create a tax rate and apply it to a line item
    • Check tax-inclusive prices, discounts, and rounding
    • Invoice in another currency and review the exchange rate
    • Review GST registration, place of supply, and line item codes
    • Use the tax summary to review a reporting period
    • Prepare and review a GST filing period before exporting it
    • Match GSTR-2B entries to purchases and review input tax credit
    • Add Indian GST details to an invoice or estimate
  • Connected apps, automation, and developers
    • Create a Developer API key and open the API reference
    • Use the API to read records or create a draft
    • Fix an expired key, a permission error, or a request-limit error
    • Connect Zapier or Pabbly to a business profile
    • Send an event to another app with a webhook
    • Reconnect an automation after a password reset
    • Export invoices for QuickBooks or Xero
    • Set up an accounting transfer without duplicate entries
    • Choose an AI connection, a Developer API key, or an automation
    • Check plan and access requirements for MCP and Developer API
    • Connect ChatGPT or Claude to Invoice Crowd with MCP
    • Create a connection key for an AI tool
    • Review, approve, or decline a connected app's request
    • Choose read or write access for a connected app
    • Revoke a connected app's access
  • Workflows from start to finish
    • Returning customer: prepare a new draft from a past job
    • Moving systems: transfer contacts, open invoices, and balances
    • Freelancer: go from an estimate to your first paid invoice
    • Consultant: track monthly retainer hours and bill extra work
    • Designer: offer several packages and invoice the client's selection
    • Service business: bill a deposit, then collect the balance
    • Shop: sell an item and review stock levels
    • Contractor: track project purchases and compare costs with revenue
    • Bookkeeper: reconcile a bank statement and prepare month-end reports
  • Workflows from start to finish
    • Agency: turn an approved proposal into a project and bill for time
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