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    Creating and Sending an Invoice

    Create an invoice with line items and send it to a contact by email or text so they can pay online.

    For: Admin and Sales Users
    Time: 10 minutes

    Before You Begin

    • •Connect at least one payment processor (see Connecting a Payment Processor).
    • •Have the customer saved as a contact with a valid email address.

    Instructions

    1

    Open the Invoices Area

    In the left sidebar, click "Payments", then "Invoices". This opens your invoices list where you can create, send, and track every invoice.

    [SCREENSHOT NEEDED: Payments > Invoices list view with Create Invoice button]

    2

    Create a New Invoice

    Click "Create Invoice" or "New Invoice". Select the customer the invoice is for by searching their name or email. This links the invoice to their contact record and payment history.

    [SCREENSHOT NEEDED: New invoice screen with customer search field]

    3

    Add Line Items

    Add the products or services you are billing for. For each line item, enter a description, quantity, and price. You can pull from saved products or enter a one-off item. The invoice totals update automatically as you add lines.

    [SCREENSHOT NEEDED: Invoice editor with line items, quantities, and prices]

    4

    Set the Due Date and Notes

    Choose when the invoice is due. Add any notes the customer should see, like payment terms or a thank-you message. These notes appear on the invoice the customer receives.

    [SCREENSHOT NEEDED: Invoice due date and notes fields]

    5

    Send the Invoice

    Click "Save and Send" or "Send". COFFEE CRM emails the invoice to the customer with a secure payment link. You can also copy the invoice link and send it by text or include it in a message. The customer pays without leaving the page.

    [SCREENSHOT NEEDED: Send Invoice confirmation with email and copy-link options]

    What Success Looks Like

    • The invoice appears in your invoices list with a Sent status.
    • The customer received an email with a working payment link.

    Common Mistakes

    • × Saving an invoice but forgetting to send it — the customer never receives a payment link.
    • × Sending an invoice before connecting a payment processor, which prevents the customer from paying.

    Troubleshooting

    If The customer cannot pay the invoice:

    Confirm a payment processor is connected in Settings > Payments. Then check that the invoice was sent and not just saved. Resend the invoice if needed.

    If The invoice total looks wrong:

    Check each line item's quantity and price, and confirm whether tax is enabled on the invoice. Edit the invoice and resend it if the totals need correcting.

    Last updated: 10/1/2026