Invoice System

The Invoice System lets you create professional PDF invoices from quilt records, track payments, and send invoices directly to customers via email.

Invoices Page#

The Invoices page displays all your invoices in a searchable table with columns for invoice number, customer, status, date, amount, and actions.

Status Badges#

Actions#

Each invoice has quick action buttons: View, Download PDF, Record Payment, Send Invoice (email), and Delete.

Creating an Invoice#

1. Click "New Invoice" from the Invoices page, or click the invoice icon on a quilt
2. If starting from the Invoices page, select a quilt from the selection table
3. Customize invoice options:

1. Configure tax settings if enabled — choose which items are taxable (quilting services, batting, extras) to match your local tax laws
2. Review the live preview on the right side
3. Click "Generate Invoice"

The invoice is created as a Draft with an auto-generated number (format: INV-YYYYMMDD-XXXXXX). Customer and business information is snapshotted at creation time.

Invoice Settings#

Expand the Invoice Settings card at the top of the Invoices page to configure defaults.

Basic Settings#

• Template: Modern, Classic, Minimal, or Professional
• Currency: USD, EUR, GBP, CAD, AUD
• Payment Terms: Default days until due (e.g., 14)
• Tax Rate: Default tax percentage

Business Profile#

Your "From" address on all invoices: company name, website, email, phone, and full address.

Advanced Settings#

• Brand Colors: Primary and secondary colors for invoice styling
• Tax ID: Your EIN/VAT number with toggle to show on invoices
• Invoice Numbering: Prefix and next sequence number
• Late Fee %: For reference on invoices
• Default Notes & Footer: Standard text for all invoices
• Company Logo: Upload for invoices (Pro only)

Payment Methods#

Enable payment options and select which methods you accept (cash, check, credit card, PayPal, Venmo, Zelle, etc.). You can also add custom methods.

Note: Changes to settings do NOT affect existing invoices. Each invoice is a snapshot of your settings at creation time.

Recording Payments#

Click Record Payment on any invoice to log a payment:

1. Enter the payment amount (full or partial)
2. Select the payment method
3. Optionally add a reference (check number, transaction ID)
4. Click "Record Payment"

Status updates automatically — Partial if balance remains, Paid when fully paid. View all payments in the Payment History section of the invoice details.

Editing Invoices#

Editing is controlled by status-based locking to protect financial data:

Tip: If you need to change financial data on an issued invoice, void it and create a new one.

Voiding an Invoice#

Change status to Void and enter a reason (required). Voided invoices are excluded from payment totals and no further payments can be recorded.

Downloading & Sending#

Download PDF#

Click the download icon on any invoice. PDFs are generated on-demand with your current business branding, ensuring a consistent professional format.

Send via Email#

Subscription Required: Email sending requires a Basic or Pro plan.

1. Click the Send Invoice button (email icon)
2. Verify the recipient email
3. Optionally add a custom message
4. Click "Send Invoice"

Draft invoices are automatically changed to Issued when sent. The PDF is generated, attached to a professional HTML email, and stored for your records.

Tips#

• Complete your business profile and payment methods in Invoice Settings before creating your first invoice
• Preview before generating to catch errors
• Record payments promptly and include references for bookkeeping
• Know your tax rules — use the granular tax checkboxes to match your state's requirements
• Download and save PDFs for tax records

Related Documentation#

• Quilt Tracking: Creating quilts that invoices are generated from
• Customer Management: Customer records that appear on invoices
• Communication System: Email features for sending invoices

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Last Updated: February 2026