Invoice
Invoices and the invoice editor
How do I create a delivery note without prices?
Offer a delivery note when customers need a list of supplied goods without prices.
How do I find a voided invoice and issue a replacement?
A voided invoice remains as history. Bill renewed work on a new invoice.
How do I correct an invoice after recording a payment?
Check whether the correction concerns a mistaken receipt, a genuine payment, or only the document wording.
How do I void an unpaid invoice and keep its number?
Void an eligible issued invoice when the sale is cancelled and no payment or credit has been recorded.
Should I void, delete, refund, or credit an invoice?
Choose the action from the invoice’s real issue and payment history.
How do I attach a file to an invoice or its email?
Choose whether the file belongs with the document or only with one outgoing email.
How do I compare planned and actual invoice item costs?
Review a cost carried from an estimate, or record the actual cost of an invoice line separately from its selling price.
How do I check whether an invoice was sent, viewed, or paid?
Use the recorded status and History to see what happened to an invoice.
Why does my invoice PDF look different from the preview?
Compare the PDF with the saved document and the template it uses.
How do I mark an invoice as sent after delivering it another way?
Record that you issued the invoice through another channel.
Document designs, fields, and language
How do I edit a saved template and use it on a new document?
Save a design change before choosing it on a new document.
How do I build and preview an invoice template?
Create a reusable design, then test it with realistic document content.
How do I archive or restore an invoice template?
Archive a design you no longer want to offer for new documents.
How do I choose the columns in an invoice or estimate item table?
Choose which item details customers see, such as unit, quantity, or rate.
How do I add custom fields to an estimate?
Use a custom field for a whole-estimate detail, such as a project reference.
How do I change the Bill To and Bill From details?
Check the addresses and contact details printed on one document.
How do I translate the labels on an invoice template?
Translate the wording printed on one document design.
How do I change the background of customer document pages?
Style the page your customer opens from a document link.
How do I add a custom field to a document?
Save a reusable field, such as a purchase order number or a job reference.
How do I show or hide the Overdue stamp?
Hide the overdue label on the customer’s copy without changing the invoice balance or due date.
Reminders, late fees, and email delivery
How do I set a flat or percentage late fee?
Choose a flat fee or a percentage for invoices that qualify for late fees.
How do I change reminders on one invoice?
Choose reminder schedules on the invoice you want to follow up, without changing the business default.
Why did an older invoice not send a reminder?
A new business reminder default does not enroll all older invoices.
How do I set reminders for an estimate awaiting a response?
Choose reminders for an estimate that is still waiting for the customer’s response.
What should I do if an email's delivery status is uncertain?
An uncertain email attempt needs review before you try another send.
What should I check if a customer has not received a document email?
Use the document’s recorded attempt and recipient to investigate a missing email.
How do I connect Gmail to send documents from my email address?
Send documents from a Gmail or Google Workspace address that supports app passwords.
How do I set automatic reminders for new invoices?
Choose which reminder schedules a new invoice starts with. You can still change the choices on an individual invoice.
How do I connect Gmail using an app password?
Create a password just for Invoice Crowd when your Google account supports it.
How do I change the default wording of document emails?
Change the wording your team sees when preparing a document email.
Payments, deposits, credits, and refunds
When should I cancel a sale or refund an overpayment?
Choose the refund reason that matches whether the sale changed or the customer simply paid too much.
How do I show a bank payment QR code and confirm payment?
Show bank payment details as a QR code, then record the transfer after you verify it arrived.
How do I find incoming payments and their invoices?
Payments Received shows money recorded from invoices, advances, and overpayments.
How do I review a customer payment that needs attention?
Review a collected payment that could not be applied automatically before deciding what to do with it.
What should I check before recording another payment?
Check the result of an existing checkout before starting or recording another payment.
How do I create a debit note for an additional customer charge?
Use a linked debit note for additional charges that belong to an invoice already issued.
How do I refund an unused customer advance?
Return only the unused part of a customer advance and keep its applications visible.
How do I record and apply a customer advance?
Record money a customer paid before you issued an invoice, then apply it when the invoice exists.
How do I download a customer payment receipt?
Download the payment receipt for a recorded customer payment.
How do I offer several payment methods on one invoice?
Choose the payment methods offered on a particular invoice, then check its customer preview.
Payment providers and checkout
How do I connect PayFast for invoice payments?
Connect your PayFast account, then offer it on the invoices that should accept it.
Why is a connected payment method missing at checkout?
A connected provider must also be selected and eligible for the customer’s document.
Where do I find a provider's payment notification URL?
Use the notification instructions for the exact saved provider account.
What is the difference between test and live payment modes?
Test and live connections represent different provider accounts or environments.
How do I check whether my business can accept PhonePe?
Check whether the PhonePe setup shown for your account fits the payment you want to collect.
How do I check whether my business can accept M-Pesa?
Review the M-Pesa account setup and invoice eligibility before offering it to a customer.
How do I connect Telr for invoice payments?
Connect your Telr account, then offer it on the invoices that should accept it.
How do I set up Payoneer and check payment request statuses?
Connect the Payoneer account you already use and review its onboarding or request status.
How do I connect PayTabs for invoice payments?
Connect your PayTabs account, then offer it on the invoices that should accept it.
How do I connect Paystack for invoice payments?
Set up Paystack with keys from the account and environment you intend to use.
Recurring billing, retainers, and payment links
Which time entries count against a retainer?
Use Counts to decide whether eligible time uses the current retainer allowance.
How do I edit or delete a payment link?
Change a reusable offer for future buyers and keep earlier purchases separate.
How do I review retainer hours, carryovers, and extra work?
Review the period’s hours before deciding whether extra work needs a separate charge.
How do I preview a payment link and find the buyer's invoice?
Check the reusable offer as a buyer, then find the invoice from a completed purchase.
How do I pause or finish a retainer?
Pause future retainer activity or finish the arrangement after reviewing the current period.
How do I create a recurring invoice schedule and check its next date?
Create a repeat schedule with the intended customer, amount, dates, and delivery choice.
How do I pause or cancel a recurring invoice schedule?
Stop future repeats while keeping generated invoices and their payment history available.
Where can I find invoices created by a recurring schedule?
Find the actual invoice generated by a recurring schedule before recording payment or making a correction.
How do I change the price or billing date for future recurring invoices?
Review future terms before changing a recurring price or billing date.
Why was my recurring invoice not created?
Check the schedule and its last occurrence before creating a replacement invoice.