Create, issue and send an invoice

Invoices in Fillfold are made in their own space, not with a form. A draft can change freely; an issued invoice is numbered, dated and never changes again.

Before the first invoice

Open Invoices in the menu, then Invoice settings. Choose the country where your business is registered for tax, your Legal status and your VAT situation, and check the Numbering. Your name, address, VAT and company numbers and IBAN come from Your business details. See Countries and clients for what each country allows.

Invoices are part of the Pro and Pay as you go plans; during early access they are open to every account. The logo you add in your business details is printed at the top of each invoice.

Write a draft

1. Choose New invoice.
2. Under Client, pick Business or Private individual, then fill in the name, address and country. For a business, add its VAT number and company number.
3. Under Lines of the invoice, type each line: description, quantity, unit, unit price excluding VAT, VAT rate and type (service, goods, labour or materials). Totals and VAT per rate are worked out as you type.
4. Set the Date of sale or service (tick The work covers a period for a date range) and the Due date.
5. Choose Save draft. Show the PDF gives a preview marked DRAFT on every page.

The Before you issue panel lists what is missing for your country: red items block issuing, amber items deserve a look, blue items are information. Each one links to the place where you fix it. It is a checklist, not legal advice.

An accepted quote can also become a draft: in the form's Quotes tab, choose Create invoice. Its lines and client are copied.

Issue it

Choose Issue invoice. The dialog reminds you that the invoice gets the next number and today's date and can never be changed or deleted. For a private client, tick My client is a private individual not acting for a business. Fillfold then freezes the invoice with your current business details, prints a fingerprint of its content on the PDF and stores the PDF, encrypted.

Send it and follow payments

• Send emails your client a private link (or Get the link to copy it yourself). The page shows the amount due, how to pay and the PDF. You see when it was opened.
• Send again sends the same link; it then works for 180 days from that sending. Revoke link, under the three dots, stops it at once and makes a new one.
• Download PDF saves the issued PDF.
• Record a payment adds the amount, date and method; partial payments are fine. You can email a receipt.
• Send a reminder sends a polite reminder with the same link, up to 3 times. Automatic reminders are off by default; turn them on in Invoice settings.

The list shows each invoice as Draft, Issued, Sent, Partially paid, Paid, Overdue or Cancelled.