Invoicing is an important part of any business. It allows you to get paid for your services, and helps to create a seamless user experience.
In this article we will cover how to create, edit, and send your invoices within Ivorey™
STEP 1: Connect your Payment Processor
To receive to receive any payments done via credit/debit cards, you will need to integrate your Stripe account to Ivorey™ first. Almost all Ivorey™ members use Stripe because it gives the most functionality.
How to integrate with Stripe
How to integrate with Stripe
From the Ivorey™ main menu, go into [Payments] then > [Integrations]
Select [Connect with Stripe] and follow the prompts to integrate your account
Watch the video below to see how to setup your integrate Stripe:
STEP 2: Customise the Invoice notification email templates
Next you can customise the Invoice Email Templates to your branding, so that your invoice communications to create a beautiful brand experience for your customers and clients. There are system default emails already pulled into your invoice notifications, so if you would prefer to use the generic emails then you can skip this step.
Customise invoice email templates
Customise invoice email templates
From the Ivorey™ main menu, go to [Marketing] then > [Emails] > [Templates]
Click on the [Payment Emails] folder and click into the first email template
Customise this email template to your branding colours, logo, and email signature > then click [Save Template] at the top right corner of your screen
Repeat this process for all of the emails inside your Payment Emails Folder until all of these email templates have been customised to your branding
Watch the video below to see how to setup your customise your Invoice email templates:
STEP 3: Set up your Invoice Settings
Next you will need to setup your Invoice settings so that the correct business information displays on your invoices, your overdue reminders are setup and your branded email templates are pulled into your customer notification settings.
Setup your Invoice Settings
Setup your Invoice Settings
From the Ivorey™ main menu, go to [Payments] > hover over [Invoices & Estimates] > then select [All Invoices]
Click on the [Settings] button on the top right of your page and work your way through each of the invoice setting tabs
Watch the video below to see how to setup your Invoice Settings:
STEP 4: Create your Invoice Template
Next you can create an invoice template that you can use each time you need to send an invoice to a customer. This is really helpful when you need to add extra notes or terms and conditions to your invoices, and allows you to set this up once instead of having to add manually each time you want to send an invoice.
Create your Invoice Template
Create your Invoice Template
From the Ivorey™ main menu, go to [Payments] > hover over [Invoices & Estimates] > then select [Templates]
Click on the [+ New Template] button on the top right of your page
Starting from the top of your screen, rename your Invoice e.g Invoice Template
Next click the [+ Add Product] button under the 'Add Products' section (you need to add a product to your template to be able to save the invoice as a template and can change this product when you need to send to a customer)
(Optional) Under 'Additional Options' you can add any Notes or Terms and Conditions if that is relevant for your business by ticking the [Terms and Conditions] box
Watch the video below to see how to create your Invoice Template:
STEP 5: Send your Invoice
Now you have completed all the steps above, it's time to send your first invoice! 🥂 You can choose to send a 'one time invoice' which means the invoice will only be sent to the customer to collect payment once, this is great for one off payments for products and services. Or you can select to setup a 'recurring invoice' which means that the invoice will be sent according to the number of times you have set inside the invoice settings, these are great for when you have an on-going service setup with a customer, or need to collect multiple payments like a payment plan.
How to send a 'one time' invoice
How to send a 'one time' invoice
From the Ivorey™ main menu, go to [Payments] > hover over [Invoices & Estimates] > then select [Templates]
Click on into your invoice template > click [Use Template] > then select [Use One Time]
Starting from the top of your screen, rename your Invoice to a title that makes sense for you e.g customers name | service
Under 'Customer Information' select the contact you are sending the invoice too from the drop down menu
Under 'invoice settings' you can update the due date if different to your main invoice settings
Under the 'Add Products' section delete the product added for template purposes and add the products you are invoicing by selecting from the drop down menu
*Note: you can override the title, price and description of your product directly inside the invoice if needed
(Optional) under the 'Subtotal' you can add any discounts if relevant
(Optional) under the 'Subtotal' you can add tax if relevant
Under Additional Options you can add, edit or update any Notes, Terms & Conditions, Late Fee's, Tips, and attachments by selecting the relevant boxes
Once you have finished setting up your invoice you can click the [Send] button at the top right corner of your screen to send your invoice to your customer
Once you've sent your invoice, you will now see this invoice listed under the 'All Invoices' tab
Watch the video below to see how to send your 'one time' Invoice:
How to send a 'recurring invoice'
How to send a 'recurring invoice'
From the Ivorey™ main menu, go to [Payments] > hover over [Invoices & Estimates] > then select [Templates]
Click on into your invoice template > click [Use Template] > then select [Use Recurring]
Starting from the top of your screen, rename your Invoice to a title that makes sense for you e.g customers name | service
Under 'Customer Information' select the contact you are sending the invoice too from the drop down menu
Under 'invoice settings' you can update the due date if different to your main invoice settings
Under the 'Add Products' section delete the product added for template purposes and add the products you are invoicing by selecting from the drop down menu
*Note: you can override the title, price and description of your product directly inside the invoice if needed
(Optional) under the 'Subtotal' you can add any discounts if relevant
(Optional) under the 'Subtotal' you can add tax if relevant
Under 'Recurring Invoice Settings' you will need to set your invoice frequency, as well as the start and end dates:
How often: here select your invoice billing period
Start Date: here select the date you would like the recurring invoice to start. Please Note that if you select a date in the future, the invoice will send on that date, not the date you schedule the invoice.
End: here you can select:
[never] which means the invoice will send continuously until you manually end the recurring invoice
[by] > [end date] which means the recurring invoice will send to your billing period until the end date you select
[after] > [X] occurrences which means the invoice will send the number of times you add to the number of occurrences (e.g if you put 5 here, the invoice will recur 5 times and then stop)
Send Invoice [X] days in advance: here you can add a number for how many days before the invoice is due that you would like it sent to your customer (e.g if you put 3 here, the invoice will be sent to the customer 3 days before it is due. If you leave this blank, the invoice will be sent to the customer on the day it is due)
Under Additional Options you can add, edit or update any Notes, Terms & Conditions, Late Fee's, Tips, and attachments by selecting the relevant boxes
Once you have finished setting up your invoice you can click the [Schedule] button at the top right corner of your screen to send/schedule your invoice to your customer
Once you've sent your invoice, you will now see this invoice listed under the 'Recurring Invoices' tab
Watch the video below to see how to send your 'recurring' Invoice:
Congratulations! You're a pro at Ivorey™ invoices now and can start getting paid for your incredible products and services 🥂
Frequently Asked Questions about Invoices
How do I add my ABN number to my invoice?
How do I add my ABN number to my invoice?
To add your ABN number to your invoice you will need to create a custom value first.
To create a custom value:
From the Ivorey™ main menu, go to [Settings] > hover over [Custom Values]
Click [New Custom Value] and fill in the details
Name: ABN
Value: your ABN number
Click [Create]
To add the custom value to your invoices:
From the Ivorey™ main menu, go to [Payments] > hover over [Invoices & Estimates] > then click [All Invoices]
Click the [Settings] button > then click the [Business Information] tab
Scroll down to the bottom of the fields and click [+ Add Custom Value]
Choose the ABN custom value from the drop down menu > then click [Save]
The ABN number will now populate under your business details inside your invoices
NOTE: If you have already created an invoice template, you will need to create a new one for the ABN number to populate.
Can I import invoices over to Ivorey™?
Can I import invoices over to Ivorey™?
You can import invoices from an external platform over to Ivorey™ via a CSV file.
Follow the steps below to import your invoices via CSV file:
From the Ivorey™ main menu, go to [Payments] > then along the top menu bar hover over [Invoices & Estimates] > then click [All Invoices]
Click the [+ New] button at the top right of your screen > then select [Import Invoices using CSV
From here can click the ☁️ icon to upload your CSV file > then click [Next] at the bottom right of your screen
Map the relevant fields according to how they are formatted in your your CSV file > then click [Next] at the bottom right of your screen
Next you will need to map the relevant tax fields > then click [Next] at the bottom right of your screen. Please Note: You will need to have your tax rates set up in your Ivorey account first in order to be able to map them during import
Once you get to the 'Import' tab, click the [Start Import] button at the bottom right of your screen
When your CSV has successfully imported (you may need to refresh your screen) they will display under the [All Invoices] tab according to the relevant invoices details included in the CSV file
