Create and send a customer invoice

Creating a new invoice is fast and easy with Cashflow360. Send customers electronic invoices and get access to recurring invoices, automatic payment reminders, automatic overdue notices, electronic payments through ACH, and more.

Note: For security reasons, you can only send invoices after you've added an active bank account. If you try to send an invoice before you add a bank, you'll see an error message and the invoice won't send.

Jump to:

• Create invoice and email to customer
• Create invoice without sending
• Send a single saved draft invoice
• Send saved draft invoices in bulk
• Add a logo to invoices
• What does my customer receive?
• How does my customer pay the invoice?
• Things to know

Create invoice and email to customer

1. Select Invoices in the navigation menu
2. Select Create Invoice
3. Select a customer, or select New customer to add a new one
   • Tip: After you select a customer, an info box shows additional customer details such as contact name and email address to help be sure it's the correct customer
4. Enter Invoice details, with some tips below:
   • Template: select the preferred invoice template
   • Invoice number: make sure this is unique to prevent confusion or sync errors
   • Account, Department, Location and Class (if enabled) will carry over to additional line items but are editable
   • To tax a line item check the Tax box
   • Tax field: Select an existing tax item or select Add new tax to add a new tax item
   • Credits: credit memo and/or unapplied payment balances will appear here; enter an amount if you want to apply any available credit to the new invoice. The balance will auto-calculate.
   • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math for you.
   • Add attachments if necessary, from your Inbox or drag and drop from your computer
5. Auto Charge: if the customer is set up on auto charge, you can opt to exclude single invoices from Auto Charge. Uncheck the box to remove the invoice from Auto Charge.
6. Select Preview & Send
   • Enter email addresses to send the invoice to, as applicable. We pre-populate the email on the customer's record.
   • Select CC to add additional recipients
   • Customize the email message as desired
7. Select Send Invoice
   • If the customer is connected via the BILL network, the invoice will be sent straight to their BILL account
   • If the customer isn't connected via the BILL network, the invoice will be sent via email

Create invoice without sending

1. Select Invoices in the navigation menu
2. Select Create Invoice
3. Select a customer, or select New customer to add a new one
   • Tip: After you select a customer, an info box shows additional customer details such as contact name and email address to help be sure it's the correct customer
4. Enter Invoice details, with some tips below:
   • Template: select the preferred invoice template
   • Invoice number: make sure this is unique to prevent confusion or sync errors
   • Account, Department, Location and Class (if enabled) will carry over to additional line items but are editable
   • To tax a line item check the Tax box
   • Tax field: Select an existing tax item or select Add new tax to add a new tax item
   • Credits: credit memo and/or unapplied payment balances will appear here; enter an amount if you want to apply any available credit to the new invoice. The balance will auto-calculate.
   • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math for you.
   • Add attachments if necessary, from your Inbox or drag and drop from your computer
5. Auto Charge: if the customer is set up on auto charge, you can opt to exclude single invoices from Auto Charge. Uncheck the box to remove the invoice from Auto Charge.
6. Select Preview & Send
   • Enter email addresses to send the invoice to, as applicable. We pre-populate the email on the customer's record.
   • Select CC to add additional recipients
   • Customize the email message as desired
7. Select Save Draft

Note: These draft invoices won't be included in any reports, won't be sent to your customer through the network, nor will they sync with your accounting software. Once you save as a live invoice, it will send and sync.

Send a single saved draft invoice

A draft invoice is an invoice that has never been sent. The status shows as Unsent on your invoice list.

1. Select Invoices in the navigation menu
2. Select the invoice number to send
   • If you don't see your draft invoice, be sure the filters are set to show drafts
3. Select Send invoice
   • Enter email addresses to send the invoice to, as applicable
   • Customize the email message if applicable
     1. Select Edit in the Email body
     2. Make any edits
        • Customize your email with tokens - tokens are placeholders that let us know what information to include in an email. We'll replace these tokens with the right information each time you send an invoice
     3. Select Save
4. Select Send
   • If the customer is connected via the network, the invoice will be sent straight to their account and appear on their To-Do List
   • If the customer isn't connected via the network, the invoice will be sent via email

Send saved draft invoices in bulk

A draft invoice is an invoice that has never been sent. The status shows as Unsent on your invoice list.

1. Select Invoices in the navigation menu
2. Select the boxes for each invoice number to send
   • If you don't see your draft invoice, be sure the filters are set to show drafts
3. Select Send invoices
4. Select Edit for each invoice if you need to edit before sending, or Remove to remove an invoice from the send list
5. Select Review & Send
   • Customize the email message if applicable
     1. Select Edit in the Email body
     2. Make any edits
        • Customize your email with tokens - tokens are placeholders that let us know what information to include in an email. We'll replace these tokens with the right information each time you send an invoice
     3. Select Save
6. Select Send Invoices

Add a logo to invoices

If you upload a logo to your Cashflow360 account, we'll automatically add it to invoices you send to customers.

1. Select the gear icon in the top right corner
2. Select Logo under Your Company
3. Select Browse or Choose File and locate your logo file
4. Select Upload
   

Formats supported The logo image must be in one of the following formats:

• .jpg
• .gif
• .png

Image Size The default image size is 100 pixels (width) by 50 pixels (height). If you upload a larger image, it'll be scaled to the default size. The image provided will have the same aspect ratio (2x wide by 1x high) as the default image to make sure legibility when scaled.

What does my customer receive?

When you send an invoice to your customer, we send 1 separate email to each address in the To field. Any addresses in the CC field will be copied on the email to the main customer contact.

The email will have the subject You have an invoice from {vendor name} due on {due date}, and will include:

• Invoice #
• Amount Due
• Due Date
• A .pdf version of the invoice
• Any attachments you added to the invoice
• A link to either login if they have an existing account, or to create a portal account to pay you

If you are connected to your customer through the network, when you send an invoice, we'll send the email and also create a bill in their account so they can pay you.

How does my customer pay the invoice?

When you send an invoice, it includes a link for your customer to either login if they have an existing account, or to create a portal account to pay you.

After they either create a portal account or login to their existing account, they can manage payment methods, manage invoices, and schedule payment depending on their account type.

Things to know

• We send 1 separate email to each address in the To field, any addresses in the CC field will be copied on the email with the main customer contact email.
• Any addresses added to the CC field will automatically be added as a Contact for the Customer, if it doesn't already exist