Sending invoices
Invoices are professional billing documents sent to customers with a payment link. Customers receive an email with the invoice attached as PDF; clicking the link lets them pay online instantly via card, ACH, Apple Pay, etc.
Send a one-time invoice
1. Payments → Invoices → "+ New Invoice"
2. Select the customer (existing or create new)
3. Add line items: pick products from your catalog OR create custom one-off lines
4. Set quantities and adjust prices if needed
5. Apply discounts or coupons
6. Add taxes (auto-calculated if tax integration enabled )
7. Set due date (typically Net 7, Net 15, Net 30 - or "Due on receipt")
8. Add notes/terms (payment instructions, late fees, thank-you text)
9. Click Send - customer receives email with invoice PDF and pay link
Invoice statuses
| Status | Examples |
|---|---|
| Draft | Created but not sent |
| Sent | Emailed to customer, awaiting payment |
| Viewed | Customer opened the invoice |
| Paid | Payment received in full |
| Partial | Some payment received, balance remaining |
| Overdue | Past due date, unpaid |
| Voided | Cancelled, no payment expected |
Payment reminder workflows
Build automated nudges for unpaid invoices:
Day 0: Invoice sent (initial)
Day 7: "Friendly reminder - invoice due in 3 days"
Day 10: "Just confirming you received the invoice"
Day 14: "Past due - please pay or contact us"
Day 21: Internal alert to your team to call the customer
TIP — Collecting deposits at booking
For service businesses, requiring a deposit at booking dramatically reduces no-shows. Configure the calendar to require payment to confirm the appointment, or send an invoice immediately after booking that must be paid before the service is delivered. Deposits as low as $25 cut no-shows by 60%+.
