Billing and finance
Estimates, invoices, payments and expenses, with a link your client can pay from.
Billing & Finance
Invoices, payments and expenses
Who can do this
Owners and admins by default. It is an Agency-plan add-on.
Before you start
- Billing & Finance enabled on your workspace.
Step by step
- 1
Set your details once
Open Billing & Finance, then Settings. Add your business name, address, tax number, logo and payment terms. These appear on every document, so getting them right now saves editing later.
- 2
Add your tax rates
Still in Settings, add the rates you charge. Mark one as the default. Every line item can use a different rate where it needs to.
- 3
Build a price list
Under Products & Services, add the things you sell with their prices. Proposals and invoices both draw from this list, which is what keeps a quote and its invoice in agreement.
- 4
Add your customers
Under Customers, add each client with their billing address and currency. If a client started as a lead, convert the lead instead of retyping it.
- 5
Send an estimate
Under Estimates, create one, add lines, and send it. The client gets a link where they can accept or decline. When they accept, convert it to an invoice in one click.
- 6
Raise the invoice
Under Invoices, create or convert. Sending it allocates the next number and generates a pay link. Until it is sent it stays an editable draft.
- 7
Record the money
When payment arrives, record it against the invoice. Partial payments are fine — the balance updates and the status moves to Partial, then Paid.
- 8
Log expenses
Under Expenses, record what you spend by category. Without this the reports tell you about revenue rather than profit.
- 9
Set up anything recurring
For retainers, create a recurring profile with a cadence. Invoices are generated on schedule and can be sent automatically.
- 10
Watch the numbers
The Overview shows outstanding, paid this month and overdue. Reports break it down over time and per customer.
Worth knowing
- Overdue invoices chase themselves with reminders on a schedule you set.
- A credit note is the right way to correct an invoice that has already been sent — never edit history.
- Every action is written to a finance audit log you can export by date range.
Common questions
Can clients pay by card?
Yes, where a payment gateway is configured. Otherwise the pay link shows your bank details and lets them tell you they have paid.
Can I invoice in another currency?
Yes. Set it per customer or per invoice; the workspace currency is only the default.
How do I void an invoice?
Void it rather than deleting it. The number stays used, which is what an auditor expects.
Still stuck?
Send us the details and it becomes a tracked ticket with a reference you can follow.