The Invoice Editor and Autosave

The editor layout

The editor has a list of sections on the left edge, the form next to it, and a live preview of the invoice on the right. There are six sections:

Each section in the list shows whether it is done, missing something, or has an error. A small counter shows how many sections are ready, for example 4 of 6. Select Show names to widen the list, or Collapse to make it narrow again.

On a smaller screen the editor has two tabs, Edit and Preview, instead of showing both at once. Drag the edge of the preview to make it wider or narrower on a large screen.

A bar at the bottom shows the Total and the tax it includes. Next to it is the button Review and send. On a computer there is also Send as estimate, which turns the draft into an estimate instead. See Estimates and repeating invoices.

Autosave and drafts

Your draft saves by itself about 1.5 seconds after you stop typing. It starts as soon as you have chosen a customer. Until then the editor says Saves once you choose a customer.

Select Save and close to save at once and go back to your invoices. You can also press Ctrl+S (Cmd+S on a Mac). Leaving the page saves first. Ctrl+Enter adds a line, and Ctrl+Shift+Enter opens the send dialog.

A draft has no invoice number and can be half written. The number is given only when you send it. A draft you delete never leaves a gap in your numbers.

The Customer and Details sections

Customer. Search by name or email, or pick one of your recent customers. Select New customer to add one without leaving the editor. The customer card shows the address, the tax number and the Invoice language. You can change the language here and it is saved for that customer. If billing details are missing, the card says so and offers Add them. Choosing a customer fills in their currency, payment terms and look.

Details. This is where the dates and the currency live:

• Invoice number: assigned when sent.
• Invoice currency and Issue date. The issue date is today. Clear it and the invoice uses the day you send it.
• Payment terms: due on receipt, 7, 14, 30 or 60 days, or Choose a due date to set your own.
• Due date, worked out from the terms.
• Service period: from and to. Many countries want the period of the work on the invoice.
• Reference: a purchase order number or anything your customer asks to see.

With a payment plan the due dates come from the plan. See Let customers pay in parts.

Notes, terms and attachments

The Notes section is what you write to the customer and what you send with the invoice.

• Notes and Terms: up to 2000 characters each. Terms are good for late payment wording.
• Payment instructions: your bank details, shown as they will print. They come from your settings, so select Change in settings to edit them. See Invoice defaults and your logo.
• Attachments: up to 5 files, PDF, PNG or JPG, 5 MB each. A timesheet or a contract, for example. They go with the email and show on the customer page.
• Footer: up to 500 characters.

Attachments can be added once the draft is saved, so choose a customer first.

The checklist before sending

Above the form a banner counts what still stops you from sending, for example 3 things to do before you can send this. When nothing is left it says Everything needed to send this invoice is in place. The things it can ask for:

• Your own business details, such as a country or a tax number. A link takes you to the settings.
• The customer: choose one, choose an active one (not archived), or add a missing email or address.
• The items: at least one item, and every item needs a name.
• The total: it must be inside the limits below.
• Stripe: sending needs a connected Stripe account that can take payments, even if you are paid by bank transfer. A link takes you to connect it.

Fixing the first item on the list is usually enough to see the next one.

Amount limits and line limits

An invoice total cannot be below the smallest amount a card can be charged in that currency, and it cannot be above the most Stripe can charge in one payment. The editor tells you which side you are on: Raise the total above the least Stripe can charge in one payment or Keep the total below the most Stripe can charge in one payment.

An invoice can have up to 100 lines. A line with a price of zero is allowed, and the editor asks you once whether that is right.

The live preview

The preview is the real invoice, drawn as your customer will see it, with your logo, template and colours. It updates as you type. Select Print or save as PDF above it to print the sheet or save it as a PDF from your browser. See Invoice PDFs and printing.

The preview of a draft has no invoice number yet. The number appears when you send.

FAQ