Create and send an invoice

Invoices live under Billing in the left sidebar. You can create an invoice from scratch, or generate draft invoices from unbilled time. New invoices start as drafts on a review screen, where you finish the details and send.

Create an invoice manually

1. Go to Billing and open Invoices
2. Click the + button in the top right
3. Choose the Client and click Create

Tidyflow creates a draft and opens it for review. Set the invoice Number (pre-filled from your numbering settings), Issue date, and Due date, then add line items with a description, quantity, unit price, and tax. Tax can be set per line or for the whole invoice.

Create invoices from unbilled time

1. Go to Billing and open WIP
2. Click Invoice on a job to bill its unbilled time, or use Fixed fee mode and click Invoice fee to bill the job’s fee instead
3. To bill several jobs at once, select them and choose Create draft invoice(s) from selected jobs

The drafts land on the same review screen, with the time already converted into line items. You can also pull more time into an existing draft with Add time from WIP in the draft’s menu.

Send the invoice

On the draft review screen, click Approve & send to email the invoice to your client as a PDF. If you send invoices outside Tidyflow, use Download PDF and Mark as sent instead, so the invoice stops being a draft and starts tracking payment.

From the invoice list you can always re-send with Email PDF, download the PDF, or, if you use the QuickBooks or Xero integration, sync the invoice across.

Invoice statuses

An invoice is Draft until you send it or mark it as sent. After that it shows as Sent, then Partially Paid or Paid as payments come in. Invoices that should no longer be collected can be marked Voided.

Record a payment

When a client pays you outside Tidyflow, for example by bank transfer, open the invoice’s row menu and choose Add Payment. Enter the amount and payment date; the invoice status updates automatically, and partial payments are fine. Payments made online are recorded for you.

Let clients pay online

Connect Stripe once in Settings under Billing, in the Online Payments section, using Enable Online Payments. After that:

• Emailed invoices include a secure payment page where your client clicks Pay and completes payment on Stripe’s checkout, by card or bank transfer depending on the payment methods enabled in your Stripe account
• Bank payments show as processing for a few business days until they clear
• Your client’s payment method is saved, and future invoices can charge it automatically with the Charge saved card option when sending
• Contacts with billing access can also see and pay invoices in your client portal

Recurring invoices

For invoices that repeat on a schedule, set up a recurring invoice under Billing in Recurring. Tidyflow generates the invoices automatically, as drafts or auto-sent, on the schedule you choose.

Customize your invoices

Your invoice number prefix, next number, and document title (Invoice or Tax Invoice) live in Settings under Billing. Your logo is added automatically from Settings under General; see Add your logo and branding.