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What are Invoices?

Invoices are formal billing documents that detail the products or services provided to customers, along with payment terms and due dates. They’re essential for:
  • Professional Billing: Send detailed, branded invoices to customers
  • Payment Tracking: Monitor which invoices are paid, pending, or overdue
  • Record Keeping: Maintain comprehensive billing history
  • Tax Compliance: Generate reports for accounting and tax purposes
  • Customer Communication: Provide clear payment instructions and terms
Invoices can be customized with your branding, payment terms, and specific line items for products or services.

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Creating Invoices

1

Navigate to Invoices

Go to Invoices in the Devdraft Console.
You’ll see your existing invoices or an empty state if you’re just getting started.
2

Create New Invoice

Click Create Invoice to start building a new invoice.
3

Add Customer Information

Enter or select customer details:
  • Customer Name: Full name or business name
  • Email Address: For sending the invoice
  • Billing Address: Complete address for tax purposes
  • Phone Number: Contact information
4

Add Line Items

Include products or services:
  • Description: Clear description of each item
  • Quantity: Number of units or hours
  • Unit Price: Price per unit
  • Tax Rate: Applicable tax rates
  • Discounts: Any applicable discounts
5

Configure Invoice Settings

Set up invoice details:
  • Invoice Number: Auto-generated or custom
  • Issue Date: When the invoice is created
  • Due Date: Payment deadline
  • Payment Terms: Net 30, due on receipt, etc.
  • Notes: Additional information for the customer
6

Review and Send

Preview the invoice and send it to your customer via email.
Invoice creation form with line items

Invoice creation interface showing line items and customer information

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Invoice Configuration

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Basic Settings

Invoice Essentials

  • Invoice Numbering: Automatic or custom numbering system
  • Currency: Select from supported currencies
  • Language: Choose invoice language
  • Tax Configuration: Set up tax rates and rules
  • Payment Terms: Define standard payment terms

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Customization Options

1

Branding

Customize invoice appearance:
  • Logo: Add your company logo
  • Colors: Use your brand colors
  • Fonts: Select professional fonts
  • Layout: Choose from template options
2

Payment Methods

Configure accepted payment options:
  • Online Payment: Direct payment links
  • Bank Transfer: Account details
  • Check: Mailing address
  • Cash: For in-person payments
3

Automation

Set up automated features:
  • Auto-send: Send invoices automatically
  • Reminders: Payment reminder emails
  • Recurring: Set up recurring invoices
  • Templates: Save invoice templates

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Managing Invoices

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Invoice Status Tracking

Invoice Statuses

  • Draft: Invoice is being prepared
  • Sent: Invoice has been sent to customer
  • Viewed: Customer has viewed the invoice
  • Paid: Payment has been received
  • Overdue: Payment is past due date
  • Cancelled: Invoice has been cancelled

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Invoice Actions

1

View Invoice

Access invoice details and history.
2

Edit Invoice

Modify invoice details before sending.
3

Send Reminder

Send payment reminders to customers.
4

Mark as Paid

Record payment when received.
5

Download/Print

Save invoice as PDF or print copy.

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Bulk Operations

Bulk Invoice Management

  • Send Multiple: Send multiple invoices at once
  • Update Status: Change status for multiple invoices
  • Export Data: Download invoice data for accounting
  • Apply Discounts: Add discounts to multiple invoices
  • Send Reminders: Remind customers about overdue invoices

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Payment Tracking

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Payment Status

Payment Tracking

  • Paid: Full payment received
  • Partial: Partial payment received
  • Pending: Payment in process
  • Overdue: Payment past due date
  • Disputed: Payment under dispute

Payment Methods

  • Credit Card: Online card payments
  • Bank Transfer: Direct bank transfers
  • Digital Wallets: PayPal, Apple Pay, etc.
  • Check: Traditional check payments
  • Cash: Cash payments

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Payment Reconciliation

1

Match Payments

Link received payments to specific invoices.
2

Record Partial Payments

Track partial payments and remaining balances.
3

Handle Overpayments

Manage customer overpayments and credits.
4

Process Refunds

Issue refunds when necessary.

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Reporting and Analytics

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Invoice Reports

Key Reports

  • Aging Report: Outstanding invoices by age
  • Revenue Report: Total invoiced vs. collected
  • Customer Report: Invoice history by customer
  • Tax Report: Tax collected and owed
  • Payment Report: Payment method analysis

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Analytics Dashboard

Performance Metrics

  • Days Sales Outstanding (DSO)
  • Collection Rate
  • Average Payment Time
  • Overdue Percentage
  • Customer Payment Patterns

Business Insights

  • Revenue Trends
  • Customer Payment Behavior
  • Seasonal Patterns
  • Cash Flow Projections
  • Collection Efficiency

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Best Practices

Invoice Best Practices

  • Clear Descriptions: Use detailed line item descriptions
  • Professional Formatting: Ensure invoices look professional
  • Prompt Sending: Send invoices immediately after service
  • Follow Up: Send payment reminders for overdue invoices
  • Accurate Information: Double-check all customer and item details
  • Consistent Numbering: Use a logical invoice numbering system
  • Payment Terms: Clearly state payment terms and due dates
  • Contact Information: Include multiple ways to contact you

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Use Cases

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Service Businesses

Professional Services

  • Consulting: Hourly or project-based billing
  • Legal Services: Detailed time tracking and billing
  • Creative Services: Project-based invoicing
  • Maintenance: Recurring service invoices

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Product Sales

Product Invoicing

  • Wholesale: Bulk product sales
  • Custom Orders: Special product requests
  • Installation: Product + service packages
  • Warranty Work: Service under warranty

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Subscription Services

Recurring Billing

  • Monthly Services: Regular service subscriptions
  • Software Licenses: Recurring software access
  • Membership Fees: Club or association dues
  • Maintenance Contracts: Ongoing service agreements

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Troubleshooting

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Next Steps

Explore these related topics to enhance your invoicing process:

Transactions

Monitor payments and track revenue.

Collections

Manage outstanding payments and collections.