Getting Started with WaffleInvoice

Welcome to WaffleInvoice

WaffleInvoice is invoicing software built for freelancers, consultants, contractors, and service businesses. You can send invoices, collect payments, manage clients, and automate follow-ups - all from one place. This guide walks you through the first steps from account creation to receiving your first payment.

Step 1: Create your account

1. 1

   Go to waffleinvoice.com and click "Sign Up Free" in the top navigation.

2. 2

   Enter your name, email address, and a password (8 characters or more with at least one number).

3. 3

   Verify your phone number with the 6-digit SMS code we send.

4. 4

   No credit card is required to sign up. Your account is active immediately.

5. 5

   You'll land on your Dashboard, which shows a revenue chart, upcoming events, recent invoices, and outstanding balances.

Step 2: Set up your profile

Before sending your first invoice, add your business details so they appear on every invoice and estimate you send.

1. 1

   Click "Profile Builder" in the left sidebar.

2. 2

   Enter your business name, address, phone number, and email.

3. 3

   Upload your logo (optional but recommended for a professional look).

4. 4

   Save your profile. These details will automatically appear on all future invoices.

Step 3: Add your first client

Every invoice needs a client. Adding clients upfront keeps your billing organized and lets you see all invoices per client in one place.

1. 1

   Click "Clients" in the left sidebar, then click "New client".

2. 2

   Enter the client's name or company name.

3. 3

   Add their email address - this is used if you send invoices directly by email.

4. 4

   Optionally add their address (shown on invoices), phone number, and any notes.

5. 5

   Click "Save client".

Step 4: Create your first invoice

1. 1

   Click "Invoices" in the sidebar, then click "New invoice".

2. 2

   Select your client from the dropdown.

3. 3

   Add line items - each line item has a description, quantity, and rate. The total is calculated automatically.

4. 4

   Set a due date and choose payment terms (e.g., Net 15, Net 30, or a specific date).

5. 5

   Add an optional note to your client in the message field.

6. 6

   Click "Save as draft" to save without sending, or continue to send.

Step 5: Send the invoice

Once your invoice is ready, you have two ways to get it to your client:

• Copy the invoice link and send it yourself via email or message. The link opens a branded invoice page your client can view and pay from.

• Use the "Send invoice" button to deliver the invoice directly from WaffleInvoice with your configured email template. Free accounts can send up to 25 invoice emails per rolling 30-day window; Pro removes the cap.

Step 6: Your client receives the invoice

When your client opens the invoice link, they see a clean, professional invoice page with your business details, a breakdown of charges, and payment options. They can pay online by card or ACH (if you've enabled payments), or you can record a manual payment when they pay by cash, check, or bank transfer.

What's next

• Set up online payments in Settings > Payments to accept cards and ACH.

• Add more clients and invoices as your workload grows.

• Use Estimates to get client approval before billing.

• Set up Recurring invoices for retainer clients on Pro.

• Automate payment reminders so you spend less time chasing.

• Invite team members from Settings > Team if you work with others.