Create or Edit an Invoice

It is easy to configure an invoice's details and options, whether it is a new one being created from scratch or based on a template, or where a client's existing invoice is being modified.

If you intend to invoice for a custom service or package, it is recommended to first make it has been created and configured correctly.

Where to Find It

Use either the New Invoice or Existing Invoice approach below, depending on whether the required invoice has already been created.

New Invoice

An invoice can be created from scratch, generated based on up to 6 visits, or based on a template.

New Invoice

    • the + New Invoice button in the Quick Actions section of a Client Journey's Overview tab


    • the + Invoice button in a Client Journey's Invoices tab


    • the + New Invoice button in the header of the Invoices page under the Billing main area

  1. You will then be prompted whether you want to use an invoice template. Press the + New Blank Invoice if you don't want to use a template, or otherwise select an Invoice Template to use.

New Invoice from Visit(s)

  1. Locate and use the Create Invoice button on an existing visit in either the Billing > Visits page, or a journey's Visits tab.

  1. You will be presented with a list of visits belonging to the same client, which are both billable and for which an invoice has not already been created in this way. Out of the list, select visits (up to 6 in total) to include in the invoice.

A visit is billable if it does not have the status 'Unbillable'.

For each of the selected visits, a corresponding invoice line item is created

  • Service Matching: If an Appointment Preset is selected on the visit, that Service template is automatically selected.
  • Quantity Calculation:
    • Hourly Services: Quantity is calculated based on visit duration (e.g., 90 mins = 1.5).
    • Standard Services: Quantity defaults to 1.

Edit an Existing Invoice

Existing invoices are listed in the following areas:

Open an existing invoice for editing, by pressing on its row in the list of invoices.

Configuring the Invoice

In the New Invoice or Edit Invoice page, fill the required fields and any additional fields as needed.

  • Name - If you want a custom name to represent the invoice, enter it here.
  • Send To - Select the relevant client journey.

This will default to the client journey this invoice started from (or the client journey on the visit this was started from), and once saved, this cannot be changed.

  • Invoice Number - If you want to use a custom invoice number, enter it here.

By default, the invoice number will be automatically pre-filled with a value that is one more than the greatest number found among this business' invoices (including deleted), to ensure no duplicates.

  • Date - This is the date the invoice was created, and can be changed to a future date. If there is a deposit, this is the also the due date for the deposit.

  • Items - An invoice can contain any amount of invoice items. Create a new invoice item using the Add Item button.
    • Fill out the following values for each invoice item.
      • Date - Select the date that the service was provided.
      • Package / Service - Either select an existing service or package in the dropdown menu to populate invoice item fields with the relevant values, or create a new service by manually typing in a unique name.
      • Quantity (# or %) - Enter a number representing either the numeric quantity (or percentage if applicable) relevant to the item.
      • Price - Enter a number (up to 2 decimal places) representing the per-unit price of the item. This can be zero.

  • Payment Schedule - You can add an optional deposit installment, and one or more additional installments at relevant intervals.

See Invoice Installments for how to configure the payment schedule.

  • Note - Add an optional note which will be visible on the invoice. You can select from a previously created note template to more easily add recurring notes.

See Invoice Note for more information.

  • Send - Choose one of the following sending options, to occur upon creation of the invoice:
      • Keep as a draft - The client will not be alerted about the invoice, so you can Send to Recipient at a later time when you are ready.
      • Send to All Recipients (conditional: available if the client journey selected in the Send To field has multiple contacts) - Publishes the invoice and sends a notification email to all contacts on the client journey.
      • Send to contact name - Publishes the invoice and sends a notification email to only this contact.

If the invoice has a total of $0, sending the invoice will instead result in it being approved immediately (and progressed to Paid status).


  • Reminders - If checked, contacts (on the journey selected for this invoice) will receive notification emails when payments are due in a few days, and when they are overdue by a day.

Visibility to Others

  • Visible to the Sender and Team Owners Only (will instead show Visible Only to Me if a personal business)
    • If this box is checked, the following will be prevented from seeing the invoice
      • team members with a team role other than 'Owner' (e.g. 'Contributor', 'Participant')
      • external providers found in the Share this Profile section of a client journey

  • Publish to Client Portal: Determines whether the invoice is made available in any client portal access belonging to contacts on the journey.

  • Track Services as Deliverables: Determines whether the invoice being approved/paid results in its invoice items being represented in that journey’s Services area.

Saving Your Work

Press the Create Invoice (or Update Invoice) button to finalize the invoice.