Invoicing · How-to
Create and send an invoice
Make a draft invoice from your products or typed lines, check it, and email it to the customer as a PDF.
Start a new invoice
Open Invoicing and press “New invoice”. If the button is not there, your role does not allow creating invoices.
Choose who you are billing
Press “Bill to” and type part of the client’s name, phone or email; the list shows the first matches, and typing more narrows it. Set the “Issue date” (today unless you change it) and a “Due date”. An invoice with no due date never turns overdue.
Add the lines
For each line, open the picker and type a product’s name, SKU or barcode, or choose “Custom item” at the top and type a name. Enter the quantity (whole numbers) and the unit price: a product brings its own price, which you can change. Press “Add item” for another line.
Set tax and a discount
In “Totals”, type a discount as an amount of money and a “Tax %” for the whole invoice. Each line also has its own tax box after the price: leave it empty to use the invoice rate, or type 0 for a line with no tax. The discount is shared across the lines in proportion to their amounts.
“Totals” shows the tax one row per rate and the total exactly as the saved invoice will have them.
Create the draft
Press “Create draft”. The invoice opens as a draft with its own number, INV-0001 and so on. Nothing has been sent, and you can still change everything with “Edit”.
Send it
Press “Send”. The email goes to the client’s address unless you type another one in “To”; add a short note in “Message (optional)” if you like, then press “Send invoice”. The PDF is attached and the invoice is marked Sent.
Common questions
- Why will the invoice not send?
It needs at least one line, and an email address — the client’s, or one you type in “To”. A paid or void invoice cannot be sent.
- Can I invoice in another currency?
Not from this form. A new invoice uses your workspace’s currency, which an owner or admin sets in Settings › General. A recurring invoice can have its own currency.
- Where do my company details on the PDF come from?
From the seller details in Settings › General. Fill in all of them or none: once they are complete they print on every invoice, and your tax status there decides whether a VAT line shows.
- Can I send a price offer first?
Yes. Press “New quote” instead of “New invoice”: the same form makes a quote, with a “Valid until” date in place of the due date.
- Can I create an invoice on the phone?
Yes, if you may create invoices: “New invoice” or “New quote” in the invoices list of Setvos Business. Choose who it is billed to, the dates and the lines — a product found by search or scan, or a custom item, with a quantity, a price and a tax rate per line, where a blank takes the invoice’s rate and 0 is a rate — then a discount, notes and custom fields. The total is worked out as the server works it out. The list searches by number or customer and shows Invoices, Quotes, Sales, Credit notes or All.
- Can I invoice the hours my team logged?
Yes. On a deal’s, a client’s or a company’s page, the “Time” card’s “Invoice unbilled time” makes the draft for you, with a line for each deal and the hours in each line. Hourly rates are set in Settings › Pipelines.
Read next
Get an invoice paid
Send a payment link, record cash or a bank transfer, take a part payment and download the PDF from an invoice’s page.
Change a draft invoice
Edit the client, dates, lines, tax and discount of an invoice that has not been sent yet.
Make a quote and turn it into an invoice
Offer a price before you bill: make a quote, give it to the customer, record their answer and turn it into an invoice.
Bill the same customer on a schedule
Set up a recurring invoice issued every one, three, six or twelve months, and pause, run early or delete it.
Products: one price list for everything you sell
What the catalogue is for, how products and services differ, and where the rest of Setvos reads your prices from.
Set your business details: country, time zone, currency and language
Tell Setvos what kind of business this is and where it works, and add the seller details that your invoices and quotes carry.
More in Invoicing
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