Whether you're dealing with a Deposit, Approval, or General Invoice the process of setting up an invoice is the same.
To get started, click on the card for the invoice type you wish to setup. There are 2 steps to creating an invoice, and in the first step you will setup the invoice details such as the name, who the invoice is being sent to, what payment providers to use and more.
Start by entering the name of your invoice as every invoice is required to have a name to move onto the next step. You could name the invoice after the project, based on the type of work being done, or by using your business name.
Next you need to add an invoice number to keep tracks of different invoices. There is no required set pattern you have to follow, but we recommend starting a system and sticking to it so that when tax season comes around you will be organized and well prepared.
Another requirement to complete the invoice is to determine who is the recipient of the invoice. This could be an individual artist, a band in general, a label, or any other entity you are working with on the current project.
Setting a due date is always handy to help provide urgency for the client to pay the invoice. Additionally, it can provide a record to show when an invoice was delivered or due if you charge late fees.
Select Payment Portals
Finally, select the payment providers you wish to make available for your client to use for payment.
Currently, External invoices utilizing a 3rd party invoice is in development, but cannot be used at this time. We're working very hard to provide you with the best possible solution, but that takes a lot of time and effort.
The payment providers you select in this step will have an effect on which currencies are available to you in the next step
Creating a Line Item
Once you have finished setting up the overview of your invoice, the next step is to add all the financial details outlining the work you've accomplished and what you're owed for all those long hours of work.
To add a line item, click on the purple text button labeled "+ Add Item"
Once you have added a line item you will need to add all the details for that item starting with the name. Most commonly, this will be the task that was accomplished such as mixing a track, editing drum takes, tuning a vocal, etc.
The date line allows you to show when the task was complete. If the task spanned for multiple days you can simply put the date on which the task was completed, or add a line item for each days work with a different date.
Next, you have the option to enter whether you're billing by the number of tasks completed via Quantity, or billing by the number of hours worked. To change this, simply click the arrow in the right of the box and select your preferred method from the dropdown and enter the numerical value to complete this box.
After the quantity or hours have been entered for the item, you can specify the price per unit/hour. Once a price has been entered you will also see a total amount now appear in the upper right box.
If the line item you are currently working on requires you to collect tax, enter the percentage in the tax box as whole integers.
Example: 7% would be entered as 7 not 0.07
Adding a tax will also change the total amount for that line item show in the upper right box.
Lastly, you can enter a description to accompany the line item name. This gives you the opportunity to provide more details, dates, or in-depth description about the line item if necessary.
Once you're done with your line item click the purple text that says "Done" and it will save your line item. You can come back and edit line items, or delete them from the invoice provided the invoice hasn't been paid. If there has been a payment against the invoice, you will not be able to edit the line items.
The subtotal amount shows how much each line items equals when added together without the addition of any tax.
The tax line show the total of amount being paid in taxes from each line item added together.
Decide if you wish to add a discount to the total amount of the invoice. When adding a discount you have two options.
First, you can simply enter a dollar amount for the intended discount. This will be applied to the total amount and the amount due and tax collected will be adjusted accordingly.
Second, you can enter a percentage amount for the discount. This percentage is based on the total amount, so it does take into account both the subtotal, and how much tax is also being charged when calculating the discount.
Total and Selecting your Currency
Based on the payment providers selected in the previous step you will have a list of currencies supported that you can choose from when creating your invoice. If you have opted to have multiple payment providers active, then only the currencies supported by all of your active payment methods will be shown.
If you wish to add a general note to the invoice, you may do so with the text box on the bottom left of the screen.