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Creating Invoices and Paying Charges

You can create invoices for both services and products. Invoices can be created at the proposal or Invoice tab. When items on a proposal are added to an invoice they are automatically tagged as “invoiced” on the products and services list. When an invoice is paid, the items from the invoice are tagged on the products and services as Invoiced: paid. Unpaid invoices can be deleted and the proposal tag will update to not having an invoiced badge. Clicking “invoices” at the project level will show you a dashboard of all invoices for the project and their status. Payment for invoices can be through credit card, ACH ( USA only) or “marked as paid”. Marked as paid allows you to record the invoice as any payment method. Invoices will automatically close when paid. Paid invoices cannot be deleted or edited.

Client: The clients assigned to the project will automatically be assigned to the Invoices

How to create a new invoice from a proposal

  1. From within the proposal click the three dots at the top right and then select "invoice."

  2. Choose invoice - or - type in a new invoice number and click “create:...”

  3. Click "Save"

This will add everything that is on a proposal to an invoice.

How to create a new invoice from the invoice tab

  1. From within the Invoice tab click "+ Create Invoice" at the top right

  2. Type in a new invoice number

  3. Change the currency if needed

  4. Click “create:...”

To then add items to the invoice:

  1. Scroll down to the item list

  2. Click on "Add item from"

  3. Select one of the options: "Project's list," "Product Catalog," or "Service Catalog"

    1. The project list will only show items you have already added to your product and services list.

    2. The product catalog shows you everything that is in your product catalog, including products you did not source for this specific project.

    3. Service catalog shows you everything that is in your service catalog, including services you did not source for this specific project.

  4. For Project's List: click on the products you would like to add

    For Product or Service Catalog: Click on the + for the service or products you would like to add to the invoice. You can use the filters on the left to help you find items you are specifically looking for as well!

    1. Click the + multiple times to increase the quantity

    💡💡Pro Tip: If you want to quick create a product or service that doesn't already exist in your catalog you can do this as well! 💡💡

    Quick Create items: You can type in what you want the product or service name to be, when you choose the Product or Service Catalog. When it can't find it, it will have the option to quick create the product or service. You will be able to rename the product or service in the next step as well.

    Once you have clicked "+ Quick Create," you will be able to officially name the product or service, confirm the currency, and enter in a price. Once everything looks correct you will click "create"

    From here you will want to click the plus sign next to the new product or service to add the quantity and then continue filtering any other products or services you need to add.

  5. When you have everything selected, click on "Add" to finish adding the items to the invoice.

Shipping

To add shipping to an item you can select the option to add shipping, then type in the value. Are you in a location that requires you to tax your shipping? Be sure to select if you need the shipping to be taxed or not. Need to take the shipping off? Select the "x" on the right side of the shipping value.

Editing and Customizing an invoice

Ready to invoice your client - “ Ready for client to pay”

Attachments: attach any supporting documents here. Time tracking PDF reports work perfectly here. Select "Add files," then upload any documents you are wanting to attach.

First choose "select files." It will open your computer files and you can select what files you would like to upload. Then if you wish to rename any files you will click on the file name itself and edit the file name as you please. Once you are done, you will click "upload."

Once you have uploaded the files you will have 2 options on the right of each file. The pencil is if you want to edit the file name. While the "-" is if you would like to remove the file.

Notes: Leave a note for the client by selecting the "Public Note" option.

These notes are anything you want to include that is not already part of the invoice header/footer that is set in your studio settings.******* Once you are done you can select to "save."

**Note** You cannot edit the items within an Invoice if it is marked as "Ready for client to pay" - toggle off the "Ready for client to pay" to edit any items and toggle it back on again!

**Note** You cannot edit the items within an Invoice once it has been marked as paid. This includes partial payments. If you need to change a product name, you can do so within the Product Catalog which will automatically change the name within the Invoice.

How to email an invoice and accept payment from a client

From within the invoice, click the three dots at the top right of the invoice, then click on email to client.

Customize the message to your client. Your client will receive an email with a link to securely pay the invoice by credit card without having to log in.

Alternatively, message your client and have them log into the studio and pay directly. Clients can pay invoices by credit card or ACH when logging in.

Passing Credit Card or ACH Fees to a Client

You can easily pass the payment processing fees along to your client, see the amount that you are making before and after passing the different processing fees to your client by checking the box.

Note: By choosing to pass credit card fees onto a client, you agree to adding a fee line item to their checkout total and to having legal right to do so in your local jurisdiction.

Partial Payments

You can quickly break out your invoice into partial payments with due dates for your client. If you want to add a payment:

  1. Scroll down to payments then click "Add payment."

  2. Type in the value that you would like for the partial payment to be.

  3. Type in a description for the payment.

  4. Optional: choose a due date for the payment.

The last payment on the list will always show the remaining balance after other payment you have listed.

If you or your client changed their mind and want to take off the partial payment by selecting the three dots on the far right, and clicking "Delete payment." (shown in the next image)

Manually Mark Invoice as Paid

If the client pays through the studio it should automatically mark the payment as paid, but if the client pays in a form outside of the studio you can mark the payment as paid manually.

  1. Click the three dots on the far right of the payment.

  2. Click "Mark as paid"

  3. Choose the date the payment was made

  4. Choose the payment method

  5. Leave any payment notes you may need. For example a check number, transaction number, etc.

If you need to see any of the payment information you entered you can select the three dots on the far right of the paid payment and click on "View Payment Info."

Made a mistake? That's okay! Select the three dots on the far right of the payment and mark it as unpaid. Then you can repeat the steps above to re-mark it as paid.

Note: Partial payments that have not been marked as paid can be edited at any time.

Can I download the Invoice as a PDF?

Yes! Click the three vertical dots either on the Invoice page or within the Invoice itself.

Then click "Download PDF."

**Note** be sure to turn off your pop-up blocker to retrieve the PDF.

If you need any additional support, click the question mark in the upper right-hand corner to chat with a member of our team.

Happy designing!


Creating Invoices and Paying Charges

You can create invoices for both services and products. Invoices can be created at the proposal or project level. We recommend creating invoices from the proposal because it gives you the best view of what items have been invoiced/ paid or not. When items on a proposal are added to an invoice they are automatically tagged as “invoiced” on the proposal. When an invoice is paid, the items from the invoice are tagged on the proposal as paid. Unpaid invoices can be deleted and the proposal tag will update to unpaid. Clicking “invoices” at the project level will show you a dashboard of all invoices for the project and their status. Payment for invoices can be through credit card, ACH ( USA only) or “marked as paid”. Marked as paid allows you to record the invoice as any payment method. Invoices will automatically close when paid. Paid invoices cannot be deleted.

How to create a new invoice from a proposal 

  1. From within the proposal click order/ invoice at the top of the action bar 

  2. Choose invoice

  3. Assign an invoice number 

  4. Click “create invoice” 

  5. A window with available items ( products and services) to invoice. Select the products or services you’d like to add to your invoice. If a product has been previously invoiced it will not show up in the list. 

  6. “Click “add items to invoice” 

  7. Edit/ customize your invoice

Editing and Customizing an invoice

Client:  Assign a client to the project. If no client is available, add a client to the project.

Ready to invoice your client- “ Ready for client to pay” 

Invoice File: attach any supporting documents here. Time tracking PDF reports work perfectly here. 

Notes: Leave  note for the client

How to add items from a proposal to an existing invoice? 

How to email an invoice and accept payment from a client

From within the invoice, click email invoice in the top action bar. Customize the message to your client. Your client will receive an email with a link to securely pay the invoice by credit card without having to log in. 

Alternatively, message your client and have them log into the studio and pay directly. Clients can pay invoices by credit card or ACH when logging in. 

Why is “email invoice” greyed out ?

An invoice must have no errors, have a client assigned, and be set “ready to pay” in order to email the invoice to the client.

Passing Credit Card Fee to a Client

You can easily pass the credit card processing fees along to your client, see the amount that you are making before and after passing the credit card processing fees to your client by checking the box as shown in the video below.

Note: By choosing to pass credit card fees onto a client, you agree to adding a fee line item to their checkout total and to having legal right to do so in your local jurisdiction.

Partial Payments

You can quickly break out your invoice into partial payments with due dates for you client. We will automatically calculate the % amount for you as well. 

Note: Partial payments that have not been marked as paid can be edited at any time.

Did you know??

You can now email the client for your Partial Payments directly from Mydoma. Once the partial payment is add, just click on Email Invoice in the blue action bar, this will prompt you to email the invoice with either the Full amount or the Partial Payment only, as shown in the screen shot below.

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