Invoicing

Create, send, and track professional invoices — from first draft to final payment — with online payment collection, full payment history, and your own branded invoice design.

Key Features

• Invoice Creation: Add line items, quantities, and rates; totals calculate in real time
• Online Payments: Accept credit cards via Stripe — clients pay directly from their invoice link; optionally pass the card processing fee to the client
• Multiple Payment Methods: Offer Stripe, ACH, Zelle, check, or wire transfer on any invoice
• Public Invoice Link: Every invoice gets a short, secure shareable link (inv.air4.link/…) — clients view and pay without logging in
• Status Tracking: Invoices move through Draft → Sent → Partially Paid → Paid automatically, or update manually
• Payment History: See all payments per invoice; edit manual entries or issue Stripe refunds directly
• Partial Payments: Record multiple payments — the balance updates automatically after each one
• Template Editor: Customize your invoice with your logo, brand colors, and footer text
• QuickBooks Export: Export selected invoices to QuickBooks in one click
• PDF Download: Download or print any invoice as a PDF
• Dashboard Stats: Total invoiced, outstanding balance, overdue count, and paid total at a glance — click any stat card to filter the list instantly

How to Use

Create an Invoice

1. Click Create Invoice
2. Select a client and set the issue and due dates
3. Add line items — description, quantity, and rate; the total calculates automatically
4. Choose which payment methods to offer (Stripe, ACH, Zelle, check, wire)
5. Click Save to store as a draft

Send an Invoice

1. Open an invoice and click Send
2. Add recipients — contacts auto-suggest as you type; use To, CC, and BCC fields as needed
3. Optionally type a personal note to include in the email
4. Click Send Invoice — your client receives an email with a "View & Pay Invoice" button; the invoice moves from Draft to Sent automatically

Record a Payment

1. Click Record Payment on any sent invoice
2. Enter the amount, payment method, and date; save
3. The balance updates automatically — status changes to Paid when settled in full

View Payments & Issue Refunds

1. Click Payments on any invoice to open the payment history
2. Edit manual payment entries or delete non-Stripe payments as needed
3. For Stripe payments, click Refund, choose full or partial refund, select a reason, and confirm

Customize Your Invoice Design

1. Click Template Editor in the toolbar
2. Upload your logo, set your brand colors, and fill in your company details
3. Add a footer note and save — all invoices update immediately

Tips

• Drafts are invisible to clients — finalize before sending
• Use Copy Link from any invoice row to share the payment link directly, without sending an email
• Click Pay Now in a row to open the client's payment page instantly for quick follow-up
• Select multiple invoices to batch-send emails, export to QuickBooks, or delete at once
• Use Mark as Sent or Mark as Draft from the row menu to adjust status manually
• The Overdue stat turns red when invoices are past due — click it to filter the list
• Only draft or cancelled invoices can be permanently deleted
• Connect your Stripe account in Settings to enable online card payments