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™
Behind The Scenes Walkthrough of Proposals & Invoices In Ivorey™
Are you trying to decide if proposals and/or invoices are the right way for you to sell? Let's take a look behind the scenes at how easy it is to setup (and even automate) this journey in the click of a few buttons. This is not a tech tutorial - just a visual walkthrough of what's possible!
Before You Get Started
To receive payments, you will need to integrate a payment processor to Ivorey™ first. Almost all Ivorey™ members use Stripe because it gives the most functionality. Secondly, you'll need to ensure all your products are loaded in so that they are available to start pulling into your proposal and/or invoices.
Learn how to integrate your payment processor here
Learn how to add your products into Ivorey™ here
Bonus Gift: Let us customise all the default email templates in your account with your unique logo, image and signature. Submit your images here and it will be completed within 1-2 business days and help shortcut the steps later on in this training.
STEP 1: Setup Your Proposal Template and Settings
(Skip this if you don't plan to use proposals and plan to invoice directly instead)
In this step, we will setup your proposal template/s in your own beautiful branding and style. Most importantly, we will decide on the important settings that should be determined inside of your proposal - such as whether its one-time or recurring, who needs to sign the document, and whether you want your contacts to automatically pay or receive invoices after accepting the proposal.
Click here for written steps of how to setup your proposals and important settings regarding automatic invoicing after proposals get accepted
Click here for written steps of how to setup your proposals and important settings regarding automatic invoicing after proposals get accepted
From the main Ivorey™ menu, go to Payments > Documents > Templates > + Create New > Import From Template Library > Choose a "Proposal & Contract" template
Click into the template to edit it and adjust all the branding, text, colours etc to suit your needs (watch the video above for a walkthrough of how to use the document editor). Ensure you have a product table and signature box in the template, and that the signature box is assigned to the "Contact" not the "Sender". You can add a second signature box assigned to "Sender" if you want to manually come in and sign each document, however most members don't do this.
If you're creating a template for a specific offer - ensure to pull in the correct products via the product table. Click on each product, and the settings panel on the right will allow you to add taxes, mark them as optional, and set whether the contact can adjust quantities or not.
Via the "Payment Settings" icon, a sidebar will appear on the left. Ensure you set the Invoice Type to "Recurring" if you have any payment plans or ongoing payment types on your product table. If they select a one-time product only - don't worry, they will only get invoiced once.
Choose your other prefered settings inside the "Payment Settings" area of the proposal editor:
Generate invoice at the time of signing: This will automatically generate an invoice once they accept the proposal, which will reflect the products/settings they accepted.
Invoice frequency: This is how often they should be invoiced.
Enable direct payments: If turned ON, this will re-direct the contact to a payment screen immediately after signing the invoice.
Enable send invoice : This will automatically send the invoice to the contact, so even if they dont pay on the screen above they still have an invoice open waiting for payment.
Enable autopayment: This will charge all future invoices automatically on the same card they make their first payment through. Ensure you have your contacts authorisation to do this (e.g. list it in your proposal terms).
Once you've been through all the proposal settings, rename then save your template. It's now ready for use!
STEP 2: Setup Your Invoice Templates and Settings
Next you will need to fill-in 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.
Then 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, manual bank account details, or terms and conditions to your invoices. You only need to set this up once instead of having to add manually each time you want to send an invoice.
Written steps to customise your invoice template
Written steps to customise 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 3: Customise Your Automated Invoice Email Reminders
We've made it incredibly easy for you to automate the sending and follow-up of your invoices, with zero workflows required! By using our pre-made email templates and ticking a few boxes, you'll be able to automate your invoice notifications in just minutes.
Written steps to setup your invoice settings and email notifications
Written steps to setup your invoice settings and email notifications
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:
How To Manually Send Invoices Without A Proposal
Skip this step if you're using proposals. This is only how to send invoices manually, without any proposal process required.
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 manually prepare and send a 'one time' invoice
How to manually prepare and 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 manually prepare and send a 'recurring invoice'
How to manually prepare and 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 Proposals and 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
How many proposal templates should I create?
How many proposal templates should I create?
If you plan to customise every proposal: You only need one master template that you can brand and then customise with unique text, pricing and offerings each time you send.
If you want fixed proposals that can automatically send out: Then create a template for each proposal type that you'd like to send out. This way, you can
How to delete invoice?
How to delete invoice?
to delete an invoice you can click the 3 dots and select 'void':
How do I customize the email my invoices and documents are sending in?
How do I customize the email my invoices and documents are sending in?
We have pre-loaded emails for you, you just need to re-brand and customize them to suit your needs. From the main Ivorey™ menu, go into [Marketing] then > [Email] then > [Templates]. In the [Payments] folder you'll see all the relevant emails ready to customize!
Once you've made your changes and saved them, go into [Payments] then > [Invoices] then > [Settings] and go through all of the tabs. You will see multiple places to pull in all the new email templates you've made, and set what sending schedule you would like. e.g. you can choose to send payment reminders when invoices are x days overdue. You can also choose which email template you want all your invoices, proposals and contracts sent via. For a walkthrough video, please see strep 3 of the master help guide.
How do I track a proposal or contracts progress?
How do I track a proposal or contracts progress?
You can monitor if someone has accepted a contract or proposal by going to the main Ivorey™ menu [Payments] then > [Documents & Contracts]. It will display a list of all documents that have been sent, and whether they are viewed, signed, paid etc.
How do I track an invoices progress?
How do I track an invoices progress?
You can monitor if someone has paid an invoice or if its overdue by going to the main Ivorey™ menu [Payments] then > [Invoices]. It will display a list that you can then filter by date, export and see the status of each individual invoice. It will also tally up the total amount of invoices sitting in draft, paid, due and overdue.
Can I send invoices automatically after a proposal is accepted?
Can I send invoices automatically after a proposal is accepted?
Yes, very easily! Inside [Payments] then > [Documents & Contracts] then > [Settings]. You will need to toggle Direct Payments and/or Automatic Invoice Sending ON. lease see step 3 of the Master Help Guide which will walk you through how to amend these settings
Can I get a notification when documents are signed and paid?
Can I get a notification when documents are signed and paid?
Absolutely. In step 3 of the Master Help Guide, we show you how to setup automated notifications for both your contacts and you/your team. You could also create a workflow if you want more customized notifications, or to pay a small $0.002c USD to have notifications sent to you via Slack or SMS instead of email.
How do I change the email subject line on my email notifications?
How do I change the email subject line on my email notifications?
From the Ivorey™ main menu, go to [Marketing] > along the top menu bar hover over [Emails] > then select [Templates]
Click on the email template you want to change the subject line for to go into email editor
Click on the 3 dots at the top right of your screen > then select [Settings]
Here you can update/edit/change your email subject line and add a preview line if you would like too
Make sure you click the [Save] button at the bottom of your settings tab > and then click the [Save Template] button at the top right of your screen
This should automatically update inside the asset this template is pulled into, however we highly recommend double checking the subject line settings inside the asset directly, and sending yourself a test email to make sure everything is displaying correctly
Watch the video below to learn how to update the subject line of your email:
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 use custom fonts in the Documents & Contracts Templates?
Can I use custom fonts in the Documents & Contracts Templates?
Unfortunately not yet - but you can upload your own PDF pages or images if you wanted a beautiful cover page for example - or even your whole proposal. Just ensure the “product table” element is dropped in so Ivorey™ can read what the products are.
Follow the steps below to upload the template you have created on a platform like Canva or similar as a PDF to create a branded Contract or Proposal:
From the Ivorey™ main menu, go to [Payments] > hover over [Document & Contracts] > then click [Templates]
Click the [+ New] button at the top right of your screen > then select [Upload existing PDF's]
Upload your PDF then click [Upload]
This will then pull your branded PDF in as a new document template that you can click into to continue customising to your document needs inside of Ivorey™
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
Can you add processing fees on top of invoice payments?
Can you add processing fees on top of invoice payments?
Yes, you can add payment processing fees (e.g. Stripe fees) on-top of credit card payments. Please navigate to Payments > Settings > Miscellaneous charges to activate this feature. Then when you're creating your invoice, check the box that says "Charge processing fees".
Need Help?
Hit the support chat widget inside Ivorey - we can:
Drop the templates directly into your account if you can't find them
Walk you through any of the steps
Troubleshoot anything that’s not working
We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍