Invoicing is where most of the day-to-day billing work happens outside the point of sale. This guide covers building an invoice from line items, setting up recurring billing, and reading payment status so you always know exactly what's owed.
1. Creating a one-off invoice
From Invoices → New Invoice, select an existing customer or create one inline. Every invoice needs at least one line item; each line item has a description, quantity, unit price, and optional tax rate override. The total is always recalculated server-side from line items, so manual total edits aren't possible — this keeps every invoice auditable against what was actually billed.
2. Setting up recurring billing
For subscriptions or retainer clients, toggle Recurring on the invoice form and set a frequency: weekly, monthly, or a custom interval. Recurring invoices generate automatically on schedule and inherit the line items from the template, but you can edit an individual instance without affecting future ones.
Frequency options:
- Weekly → generates every 7 days from start date
- Monthly → generates on the same day-of-month
- Custom → set interval in days (e.g. every 45 days)
Each generated invoice is independent once created.3. Understanding payment status
An invoice's paid status is never stored as a flag — it's always computed from the sum of confirmed payments against the invoice total. This means a partial payment shows as Partially Paid automatically, and if a payment is later reversed, the invoice status updates without anyone needing to manually re-open it.
Payment status values you'll see: Unpaid, Partially Paid, Paid, and Overdue (unpaid past the due date).
Never manually mark an invoice as "Paid" — always record the actual payment against it. This keeps your revenue reports and payment status in sync with real cash movement.
4. Tracking and following up
The Invoices list can be filtered by status, customer, or date range, and overdue invoices are surfaced automatically on your dashboard. Each invoice detail page shows a full payment history with timestamps, so you and the client can both see exactly when each payment was recorded.