Invoices & Payments
Create and send invoices, take online payments and set up recurring and retainer billing.
- Getting started with invoicesSet up invoicing and bill the time and expenses you've recorded. Send each invoice by email and let customers pay online.
- Getting started with e-invoicingRegister your business for e-invoicing and set up your customers. Then send invoices over the Peppol and DBNAlliance networks.
- Overview of finance reportsFind the finance report you need, such as what customers owe or your profit and loss. Then follow the link to that report's guide.
- Fill out an invoiceLearn what each field on an invoice does, and why an invoice might not save.
- Invoice time, expenses and fixed amountsAdd recorded time and expenses to an invoice without typing them again. Task fixed amounts can be added the same way.
- Email an invoice to your customerEmail an invoice to your customer straight from Avaza. They get a link to the online invoice, and the PDF if you attach it.
- Customise the invoice emailChange the subject and message of the email Avaza sends with your invoices. Use placeholders to add each invoice's details.
- Why invoice emails come from clientinvoices@mail.avaza.comAvaza sends your invoice emails from clientinvoices@mail.avaza.com so they pass spam checks. Your customers' replies still come to you.
- Download an invoice as a PDFDownload any invoice as a PDF from the invoice page, including drafts. The PDF uses the invoice's template for its look.
- Why can't I add timesheets and expenses to an invoice?Find out why time or expenses don't appear in Add Time or Add Expense on an invoice. See how to fix each cause.
- Why do some timesheets round up on an invoice?Find out why an invoice shows more hours than the timesheet. Timesheet rounding rounds each entry when it's added to an invoice.
- Add uninvoiced time to an invoiceAdd the billable time your team has logged to an invoice with Add Time. Choose which time to include and how the lines are grouped.
- Managing inventory itemsSet up the products and services you put on invoices, with their prices and taxes. Find out how items differ from timesheet categories.
- Invoice and bill settingsSet the defaults for new invoices and bills in Invoice & Bill Settings. Find out what each setting does and who can change it.
- Using Stripe for invoice paymentsConnect your Stripe account so customers can pay invoices by card or another method. Avaza records each payment against the invoice.
- Setting up invoice and estimate templatesCreate templates that set how your invoices and estimates look to customers. Choose a default template for each customer.
- Payment methods your customers can use with StripeYour customers can pay with the methods you turn on in your Stripe account. Find out why a method might not appear on an invoice.
- Using PayPal for invoice paymentsLink your PayPal account so customers can pay invoices with PayPal or a card. Avaza records each payment against the invoice.
- Are template changes applied to existing invoices and estimates?Most template changes also apply to existing invoices and estimates. Find out which changes don't, such as the default notes.
- Uninvoiced Items reportSee the billable time and expenses you haven't invoiced yet for each customer. Run the report before you invoice so nothing is missed.
- Which currencies can I receive PayPal payments in?PayPal only appears in the Pay Now popup when the invoice's currency is one PayPal accepts. Find PayPal's currency list and what to do when PayPal is missing.
- How do I add a logo to an invoice?Add your company logo to an invoice template. It then shows on the web view and PDF of every invoice and estimate that uses the template.
- What's the best way to upload a company logo?Prepare and upload your logo so it looks sharp on your invoices and estimates. Find out what to do if it looks blurry.
- Using Payoneer for invoice paymentsConnect Payoneer so customers can pay your invoices on Payoneer's payment page. Payoneer must approve the connection first.
- How do I change the date format on an invoice?Dates on an invoice's web view and PDF follow the reader's browser language. See how to get the date format you want.
- How do I change the starting invoice number?Start your invoice numbers from any number by typing it on your next invoice. Change or reset the prefix in Invoice & Bill Settings.
- Can my customers pay online using a credit card?Let customers pay your invoices online by card. Connect a payment provider, then switch it on in your invoice templates.
- Can my customers make partial online payments?Customers can pay part of an invoice online by lowering the Payment Amount in the Pay Now popup. The invoice then shows as Partially Paid until it's paid.
- How do I charge customers a surcharge for the payment processing fee?Add a surcharge line to an invoice so customers who pay online cover the processing fee. Remove the line if they pay by bank transfer.
- Setting up and using Auto ChargeLet customers save a card or bank account with Stripe when they pay online. Then charge it automatically for recurring and retainer invoices.
- Working with credit notesCreate a credit note when you owe a customer money. Apply the credit to their unpaid invoices so they pay less.
- Customer Statement reportSee one customer's invoices, payments and credit notes with a running balance. You can also email the statement to the customer.
- Customer Dashboard reportSee one customer's transactions and projects on one page. Check which work is invoiced and which is still to invoice.
- Can I record partial payments on my invoices?Record a payment that is less than the invoice total. You can also split one payment across several invoices.
- Invoice Aging reportSee how much each customer owes you and how long their invoices have been overdue. Find out who to follow up with first.
- Invoice Aging Details reportList every unpaid invoice with how many days it's overdue and what's still owed. Use the report to follow up late payments.
- How can I collect advance payments from clients?Take an advance payment from a customer, with or without an invoice. Then apply it to the invoices for the work.
- Sales by Customer reportSee how much you invoiced each customer over a period. Find your biggest customers and open the invoices behind each total.
- How does Avaza convert customer currency amounts in reports?Reports convert customer currency amounts with the exchange rate saved on each transaction. See where each rate comes from.
- How do I send a thank-you note for a payment to a customer?Email a thank-you note to your customer when you record a payment. You can also change the wording of the note.
- Invoice time, expenses and fixed amounts through the APIUse the Avaza API to put uninvoiced billable items on invoices. You can preview a billing run first or bill a customer in one call.
- How can I offer early payment discounts to my customers?Avaza doesn't calculate early payment discounts. Offer one in the invoice notes, then adjust the invoice if your customer pays early.
- Set up automatic invoice remindersLet Avaza email your customers about unpaid invoices before and after the due date. You can set up to five reminders.
- Set up recurring invoicesCreate the same invoice for a customer on a schedule, such as a monthly support fee. Avaza can email each invoice or save it as a draft.
- Profit and Loss reportCompare your sales with your costs month by month in the Profit and Loss report. See whether your business made money in a period.
- Retainer subscriptionsBill customers in advance with a retainer subscription and hold their payments as credit. Then apply the credit to invoices for the work you deliver.
- Revenue by Month reportSee one year of revenue on a single page, month by month and customer by customer. Compare it with your monthly or quarterly revenue goals.
- Tax Summary reportSee how much tax you charged and paid for each tax rate in a period. Use the Tax Summary report to prepare a VAT or GST return.
- Track a monthly retainer with a projectTrack a monthly retainer with one project per month and the retainer amount as its budget. See what's left and show your customer the work.
- Transaction List reportList your invoices and payments for a period with their status and balance. Use it to follow up unpaid invoices or to reconcile payments.
- Copy an existing invoiceCopy an invoice to start a new one with the same lines. The copy can be for the same customer or a different one.
- Transaction Item List reportList the individual lines on your invoices and credit notes. See what you invoiced for each project or service and the margin you made.
- Create a project from an invoiceTurn an invoice into a project, with a task for each line item. You can also use the invoice total as the project budget.
- Inventory Item Summary reportSee how much of each inventory item you sold in a period and the margin on each. Open the invoice lines behind an item.
- Invoiced Projects Summary reportSee how much you invoiced for each project in a period. The report lists each invoice with its amount before and after tax.
- Add internal notes to invoices and estimatesAdd internal notes for your team to an invoice or estimate. Your customer never sees them.
- Transactions by Month reportSee 12 months of estimates and invoices as charts and tables. Click any amount to see the transactions behind it.
- How tax is calculated on invoices and estimatesSee how Avaza works out and rounds the tax on each invoice or estimate line. Find out why the tax total can differ by a cent.
- Tax inclusive and tax exclusive amountsChoose whether the prices on an invoice include tax or have tax added. A worked example shows how Avaza does the maths.
- Add your customer's tax number to invoicesPrint your customer's VAT or tax number on invoices. Save the number on their company record, then switch it on in your invoice template.
- Setting up reverse charge invoicesSet up an invoice template for reverse charge invoices. It prints your tax number and your customer's, and hides the tax amounts.