Balancivo · Money in and out

Create an invoice and send it

Bill a customer with an invoice, then print it or save it as a PDF to email or mail.

Who can do this: Owners and bookkeepers.

Create an invoice and send it · 52 sec · shown with a sample organization.

Read the transcript

Invoices are what your customers owe you. Go to Invoices and bills, under Money in and out. Make sure Invoices is selected, then click New invoice. Pick the customer. If they're new, choose Add a new customer to add them on the spot. Balancivo suggests the next invoice number, and today's date. Pick your terms, and the due date fills in for you. Describe the work, enter the quantity and price, and choose the kind of income. Need more than one line? Click Add a line. The total updates as you type. Add a short message if you like. It prints at the bottom of the invoice. Click Save invoice, and your finished invoice opens. Click Print or save PDF to print it, or save a PDF and attach it to an email to your customer.

An invoice is what a customer owes you. Create one when you bill a customer, then print it or save it as a PDF to send. Balancivo keeps books on a cash basis, so the invoice counts as income only when the money arrives and you record the payment.

Steps

Go to Invoices and bills. It's under Money in and out in the menu. Make sure Invoices is selected at the top.
Click New invoice.
Choose the Customer. Pick from the list, or choose + Add a new customer, type a Name and an optional Email, and click Add customer.
Check the Invoice number and Invoice date. Balancivo suggests the next number. Each number can be used only once.
Pick the Terms. Choose Due on receipt, Net 15, Net 30, Net 45 or Net 60, and the Due date fills in. You can still change the due date; choosing your own date switches Terms to Custom due date.
Fill in the Lines. For each line, enter a Description, Qty, Price and Category (the kind of income, like Consulting or Book sales). Click Add a line for more lines, or Remove to take one out. The Total updates as you type.
Add a message if you like. Text in Message or memo (prints on the invoice) appears at the bottom of the invoice.
Click Save invoice. The finished invoice opens.
Click Print or save PDF. Print it, or save it as a PDF and attach it to an email to your customer.

Good to know

Balancivo can't email invoices yet. Save the PDF and attach it to an email yourself. If the customer has an email address on file, the page reminds you of it.
Owners can add a category right from a line by choosing + New category…. Bookkeepers can ask an owner to add one in Settings.
To change an invoice, open it and click Edit, then Save changes.
Only owners can Void an invoice. A voided invoice stays on file marked Void and no longer counts as owed. Voiding can't be undone.
Unpaid invoices show in the list and on the Aging tab, not on the profit and loss. Use the Status, Customer, Category and Search filters to find one.
When the customer pays, record the payment so the invoice is marked paid.
If your free trial has ended and no one has subscribed, the books are read-only: you can view and print, but not save new invoices.

← Plan a budget and compare it to actual Record a payment on an invoice or bill →