Creating and Sending Invoices

Creating a new invoice

1. 1

   Navigate to Invoices in the left sidebar.

2. 2

   Click "New invoice" in the top right.

3. 3

   Select a client from the dropdown. If you haven't added the client yet, create them from the Clients page first.

4. 4

   Set an invoice date and a due date.

Adding line items

Line items represent the work or products you're billing for. Each line item has four fields:

• Description - what the work or item is (e.g., "Brand strategy consulting", "Website redesign").

• Quantity - the number of units, hours, or items.

• Unit - an optional label for the quantity (e.g., "hrs", "days", "units").

• Rate - the price per unit.

• The line total and invoice total are calculated automatically.

Setting payment terms

Payment terms tell your client when payment is expected. Choose from common options like Net 15, Net 30, Net 60, or set a specific due date. The selected terms are displayed prominently on the invoice so clients know when payment is due.

Adding a client message

The message field lets you add a personal note to the invoice - for example, payment instructions, a project summary, or a thank-you note. This text appears on the invoice when the client views it.

Adding attachments

You can attach files to any invoice - scope of work documents, contracts, project deliverables, receipts, or anything else relevant to the bill. Attachments are visible to the client when they view the invoice in the portal.

1. 1

   Open the invoice (draft or sent).

2. 2

   Click the Attachments tab or section.

3. 3

   Upload files from your device.

4. 4

   Clients can view and download attachments from the invoice page.

Invoice statuses

Every invoice displays a status that reflects where it is in the payment cycle:

• Draft - saved but not sent. Only visible to you.

• Not Paid - the invoice has been sent or the link shared, awaiting payment.

• Partial - some payment has been received but a balance remains outstanding.

• Overdue - the due date has passed without full payment.

• Paid - the invoice is fully settled.

Sending the invoice

Once your invoice is ready to go, you have two options:

• Copy link - copies a unique URL for the invoice. Paste this into any email or message to your client.

• Send email - delivers the invoice directly from WaffleInvoice using your configured email settings. Clients receive a professional email with a link to view and pay. Free accounts get 25 invoice email sends per rolling 30-day window (plus a 5/day cap for the first 14 days). Pro removes both caps.

Editing an invoice

You can edit a draft invoice freely. Once an invoice has been sent, editing it will update the invoice that the client sees - useful if you need to correct an error or add a line item. The client's invoice link always shows the latest version.

Duplicating an invoice

To quickly create a new invoice based on an existing one, use the Duplicate option from the invoice actions menu. This copies all line items, terms, and client details into a new draft so you don't have to rebuild it from scratch.

Recording a payment

When a client pays by cash, check, or bank transfer, mark the invoice paid manually:

1. 1

   Open the invoice.

2. 2

   Click "Record payment".

3. 3

   Enter the amount received and the payment date.

4. 4

   Add a note if needed (e.g., "Check #1234").

5. 5

   Save. The invoice status updates automatically.