How to send an invoice

Before you send your invoice, make sure to preview the invoice and double-check all the names, business numbers and costs. If you think your invoice looks good but you aren’t sure if you want to send it, you can save the invoice as a PDF to send another time.

If you’re ready to send your invoice, you can send it directly from the generator. Once you hit send, your customer will receive an email like the one below with the PDF invoice attached. All the client needs to do is click on the attachment to view the invoice.

If you choose to use Bookipi Invoice to send your invoices directly from the app, you will receive a notification on your mobile when your invoice has been read. This feature will help you to better follow up on unpaid invoices better.

Benefits of using an invoice generator app

Chances are that when you began your business, you were making your invoices using an invoice template on Excel or Word. That might have been alright the first few times you made an invoice but as your business grows, your business processes also need to evolve. You don’t have the time to waste entering the same information into every invoice you make or searching through countless saved and unorganised invoices. Slow business processes and invoicing will only cost you in the long run.

Here are some benefits of using our invoice generator app:

• You get more versatility when you make invoices with Bookipi Invoice. You have the ability to send invoices on the go on your mobile, desktop, or tablet.
• Save regularly invoiced customer’s details. These also sync across Bookipi Invoice on all platforms
• Save items, cost and description for all items so you can add them to an invoice in two clicks.
• Receive payment for your invoice from the app. Paypal or Credit Card payment are the two options available on Bookipi Invoice.
• Impose a credit card surcharge to your customers on the invoice.
• Sign the invoice and get clients signature. This is great for signing for terms and conditions agreements.
• Download the invoice for record-keeping or to send later.
• Generate an overview report for any invoice(s) sent for easy accounting.
• Receive notification once the invoice is opened by your customer.
• Log paid and unpaid invoices within the app.
• All invoices are saved and categorised by date so you don’t have to waste time searching for a specific invoice.
• Send a receipt right after recording payment for the invoice.
• Save huge amounts of time when you create invoices and waste no time retyping or waiting to get to a computer.
• Professionally designed invoices.
• Invoices are viewable and suitable for both mobile and desktop.

What does an invoice need to have?

If you’re making an invoice on your own, you would need to make sure you have these elements. However, with an invoice generator, these are added for you.

1. Invoice Logo

In the header of the invoice, you want to include your logo, for branding and to make your invoice look more professional.

2. Invoice header details

Make sure you have the correct heading, especially when using invoice templates or online invoice generators. You don’t want to send an Invoice as a Credit Note or as an Estimate. Your legal business name goes here along with your business number and contact details like email address, phone number and address.

3. Customer information

The name and contact details of your customer or buyer usually go under the invoice header details and logo. Your customer’s name, invoice number and the due date get stated here too.

Invoice numbers, although they may seem like overkill, are an important part of organising your invoices. If you use an invoice generator like Bookipi Invoice, an invoice number is automatically assigned for you which you then have the option to edit. If you create your invoices manually, you have the responsibility of assigning and managing your invoice numbers.

Dates are also important for administration purposes and help with both organising invoices and clarifying when the invoice was issued. This is even more important if you have a customer that you invoice regularly and you need to find the invoice for a specific order but all the items are the same. Adding the due date can also help clarify any confusion surrounding when the payment of an invoice is due

4. Item names, description and cost

Include your invoice line items. Add a clear description for each item for more clarity. The quantity/hours, cost per unit and the total cost for the particular service/goods should also be added to this section of the invoice. When you use Bookipi’s invoice generator app, these can be saved and added in one click!

5. Payment instructions

This is one of the most important parts of an invoice, yet so many invoices forget to include this. You need to include payment instructions on your invoice if you want to guarantee that you get paid.

6. Total amount owing and extra details

Include the total amount, the tax and whether it’s inclusive or not, partial payments made and a clear ‘Amount Due’ on the invoice. You do not want any confusion surrounding this and if you find yourself in disagreement over prices, having these amounts clearly set out and labelled on your invoice will stop clients from cheating you.

7. Signature, notes and terms

Signatures are great for combining a contract or terms and conditions with an invoice. This is not a necessity for an invoice, but it saves time instead of separately getting terms and conditions issued and signed. Make sure you include penalties and late payment fees, additional charges and also include your preferred payment method here too.

Invoice Generator FAQs

Q: Is your invoice generator free? If not, how much does it cost?

A: Bookipi Invoice generator is completely free! You won’t pay a thing for creating and sending invoices.

Q: Is my data safe?

A: Yes! Bookipi Invoice generator is compliant with all data laws and their relevant authorities. You can view our privacy policy here.

Q: I don’t like using mobile, can I use this on my desktop?

A: Yes! Bookipi Invoice generator is available on desktop as well as mobile so you can send invoices from anywhere. Desktop and mobile data is also synced if you plan on using multiple devices to send and view invoices.

Q: I want to create invoices on my mobile. Do you have a mobile app?

A: Yes, we do! Bookipi Invoice generator can be used from your mobile or your desktop. Our mobile app is super simple and you can send invoices wherever you are in under a minute! Your data also syncs across the devices you choose to use.

Q: Can I preview my invoice before it is sent?

A: Of course! All invoices can be previewed before you send them to your client. Just click on the Preview button and you can check the invoice before sending it away.

Q: Can I save my invoice as a PDF or print it?

A: You can. When you are previewing the invoice, click on the printer button. You can then select the option to save the invoice as a PDF or send it directly to a printer to print.

Q: How can I use Bookipi Invoice?

A: The best way to learn how to use Bookipi Invoice generator is to watch all of our video tutorials. It works the same as most invoice generators where you can add clients, items and then make your invoices. If you need help, you can also reach out to our support team and they’ll guide you along the way.

Q: Is Bookipi Invoice available in different languages?

A: Currently Bookipi Invoice generator is offered in 12 languages, including English, Spanish, Italian, Portuguese (Brasilian), Portuguese (Portugal), Indonesian, German, French, Chinese (traditional), Chinese (simplified), Korean and Japanese.

Q: Can I get paid through Bookipi Invoice? What are the payment options?

A: Yes, you can! You’ll need to set up a payment option in the Settings. Bookipi Invoice generator supports both Paypal and Stripe for credit card payments.

Q: I need more help understanding what an invoice is.

A: We have a blog explaining what is an invoice if you need some help to wrap your head around it! We go over the different parts of an invoice, what invoices are used for, who uses them and why you should be sending invoices.

Q: Can I add my specific currency?

A: Bookipi Invoice generator supports all currency types!

Q: Can I add taxes?

A: Yes, you can add tax on Bookipi Invoice generator! You can set up a tax section to be added to your invoice settings. You can add your countries relevant tax and set it as inclusive, additional and deductible. You can also add it to the item’s description. Either way, if you are charging tax, it needs to be visible somewhere on your invoice.

Q: Can I issue invoices for hours worked or just for products sold?

A: Bookipi Invoice generator lets you pick whether your units are recorded in hours or as a quantity. This means that freelancers and merchants can generate invoices using our app.If you have any further questions about invoices or how to use Bookipi Invoice generator, our support team is more than happy to help you out!