Billing & Invoices

Use Invoices to bill clients for your agency's work. Your own AgencyPro plan is managed separately under Settings > Billing; see Workspace Billing.

Before you begin

Enable the billing module and configure payment methods in Workspace Settings > Modules > Billing. Your role needs the relevant invoice permissions: view_invoices, create_invoices, edit_invoices, send_invoices, mark_invoices_paid, or delete_invoices.

The billing module has Invoices, Payments, Taxes, and Reminders tabs. Choose the tab you need and save your changes.

Create an invoice

1. Open Invoices and choose Create Invoice.
2. Select the client. Check the client's organization and billing information before sending.
3. Set the issue date and optional due date. A supplied due date must be on or after the issue date.
4. Add at least one line item. Choose a service/pricing tier where appropriate, or enter the item details. Quantities can be fractional; the minimum is 0.01. Rates must be zero or greater.
5. Review subtotal, selected taxes, any discount, total, notes, and terms. The invoice uses your workspace currency.
6. Choose Save as Draft to finish later, or Send to send the invoice to the client.

You can also start an invoice from a request with its client and service prefilled, or convert an eligible quote/proposal. See Documents.

Invoice status and actions

Available actions depend on the invoice status and your permissions. Bulk actions on the invoice list support marking sent, cancelling, and deleting eligible invoices. Deletion is restricted to drafts; invoices are not part of the general Archive screen.

Share a payment link

Eligible invoices have a payment link automatically. On the invoice list, open the row's actions and choose Copy Payment Link or Open Payment Link. Share the copied URL with the intended recipient.

The checkout shows the invoice, balance, and configured payment options. A payment-link recipient can access that checkout without signing into the full portal. Paid, cancelled, unavailable, or expired links may no longer accept payment.

Accept online and manual payments

Configure payment methods in the billing module's Payments tab or the payment-provider integration settings:

• Stripe Connect: connect your Stripe account and complete its onboarding. Available methods depend on the account's capabilities; ACH requires separate eligibility and configuration.
• PayPal: enable it and configure the required account/API settings and environment.
• Manual payment: configure the methods and instructions clients should follow, such as bank transfer.

See Payment Providers for provider setup. A checkout redirect or manual submission alone does not prove the money has settled. Check the payment status before treating an invoice as paid; bank payments may take time to confirm.

Record money received outside checkout

1. Open a sent or overdue invoice and choose Mark as Paid.
2. Select a suitable existing settled payment if offered, or enter a new receipt.
3. For a new receipt, enter the amount, method, date, reference, and notes as applicable.
4. Confirm, then check the payment history and remaining balance.

A partial receipt reduces the balance; it does not mark the invoice fully paid until the amount due is covered. Do not enter a second receipt for the same transfer while waiting for the first submission's result. The payment history helps you reconcile the receipt with the invoice.

Cancelling an invoice does not itself refund a processor payment. Contact support if a settled payment requires investigation.

Numbering, templates, notes, and terms

Open the Invoices tab in the billing module to configure numbering, invoice template, footer, default notes, and terms.

The number format supports uppercase placeholders {YEAR}, {MONTH}, and {NUMBER}. For example, INV-{YEAR}{MONTH}{NUMBER} combines the date with the generated number. Configure the starting number and custom-number option where needed. Numbers must remain unique within the workspace; the final saved number can differ from a prefilled number if another invoice is created first.

The available templates use workspace branding and client billing details. Download a sample invoice to check the chosen template, notes, currency, and tax display before sending it.

Taxes

Use the billing module's Taxes tab to configure active tax rates and defaults, then review the taxes selected for the invoice. See Taxes. Tax rates and exemptions need to match your business requirements; changing a default is not a substitute for checking an existing invoice.

Late fees

In Workspace Settings > Modules > Billing > Payments, enable late fees and choose a fixed or percentage fee, its amount/rate, and grace period. Save the settings and check the invoice's fee and total before following up with the client.

An overdue invoice needs a due date and an outstanding balance to qualify. Paid and cancelled invoices should not be treated as collectible overdue invoices. If expected fees do not appear, provide support with the invoice number, due date, payment history, and saved configuration.

Payment reminders

Open Workspace Settings > Modules > Billing > Reminders to enable reminders, choose recipients, set timing, and customize the first reminder, second reminder, and final-notice templates.

The schedule uses a first reminder before the invoice due date, followed by a second reminder and final notice after the due date. Check the timing labels and save. A stage set to zero days is not scheduled. Reminders require a due date and successful email delivery.

Use the merge tags supported by the template, such as the client name, invoice number, amount, and due date. Review sender settings and Notifications if messages do not arrive.

Purchases, recurring billing, and credits

Client service purchases and renewals have their own purchase/subscription records. Use Subscriptions to manage them. Recurring service billing is separate from duplicating an invoice manually.

Service credits, Top-ups, Add-ons, and Coupons affect agency purchases. AI credits fund AgencyPro AI usage separately.

Reports and troubleshooting

Use the invoice list's filters and totals, payment history, and available Reports to check activity. These are operational records; the app does not provide every accounting or tax report described by an external accounting system.

• Cannot create or send: check permissions, the billing module, selected client, line items, and payment configuration.
• Cannot edit: only draft invoices are editable. Duplicate an invoice when you need a new draft.
• Amount looks wrong: check fractional quantities, pricing tier, currency, discount, tax, late fees, and recorded receipts.
• Payment pending: check the provider's status and the AgencyPro payment record before retrying or entering a manual receipt.
• Email missing: check the client address, saved SMTP settings, template, notification preferences, and spam folder.
• Link cannot be copied: allow browser clipboard access or open the payment link and copy its address.

For payment issues, include the invoice number and payment reference in your support request. Do not send card details or provider secrets.