Overview
Invoices in ClientPay allow you to create itemized bills and track time effortlessly. These digital invoices can be sent directly to clients for payment and synced with QuickBooks Online for seamless reconciliation.
🏗️ Creating and Editing an Invoice
Follow these steps to generate a new billing statement:
Start: Select Invoices from the left menu and click New Invoice.
Identify Client: Search for an existing client or enter a new email address.
Configure Details:
Select the Deposit Account.
Set the Date Range.
Enter an Invoice Number (if left blank, ClientPay assigns one chronologically).
Finalize: Click Create Invoice to save a draft, or Create and Add Entry to begin adding line items immediately.
📝 Adding Line Items (Entries)
When adding entries, you can document specific services or adjustments:
Fields: Include a description, quantity, rate, and date for each item.
Bulk Entry: Use Save and Add Another to quickly list multiple services.
Adjustments: Enter negative time/amounts to reflect discounts or refunds directly on the invoice.
📨 Managing Invoice Statuses
Invoices move through a specific lifecycle to help you track your firm's receivables:
Status | Description |
Draft | The initial state. The invoice is being edited and is not yet visible to the client. |
Ready | Indicated by clicking Mark as Ready. This signals that the invoice has been reviewed and is prepared for sending. |
Sent | The invoice has been emailed to the client. |
Paid | The client has completed the payment online, or an admin has marked it as paid for offline payments (cash/check). |
🛠️ Action Menu
Once an invoice is created, use these tools to manage it:
Preview: View the PDF exactly as the client will see it.
Send Invoice: Opens a modal to customize the subject line and message before emailing.
Print/Download: Generate a physical copy or save the PDF to your device.
Delete: Permanent removal is only available for unpaid invoices.
Pro Tip: Set a default subject line and message for all future invoices by clicking the Gear Icon in the top right of the Invoices screen.