Help / Invoices

Invoice feature guide

A complete walkthrough of every feature in the invoice generator, including what it does, why it matters, and how to use it during your workflow.

Overview

The invoice generator is designed around a clear flow: add your business and client details, list services or products, apply taxes or discounts, and finalize the invoice with a professional template. Every feature below maps to one step in that process.

Use the live preview to keep your layout accurate, then export or email the PDF when it is ready. Save drafts locally for recurring clients and export data for accounting or backup when needed.

Workflow steps

Follow this flow each time you create an invoice. It keeps the document consistent and ready to send.

Step 1

Set business and client details

Fill in the bill-from and bill-to sections so the invoice header is accurate and complete.

Step 2

Define invoice details and currency

Add invoice number, issue date, due date, and choose the currency used for totals.

Step 3

Add line items and charges

List services or products with quantities and rates, then apply taxes, discounts, or fees.

Step 4

Finalize, export, or send

Review the live preview, select a template, then export the PDF or send it by email.

Data privacy and trust

Your invoice data stays under your control. The app does not store your invoice data in a database or user account. Drafts and saved invoices are kept locally in your browser on this device, and drafts auto-save as you type so you do not lose progress.

When you choose Generate PDF or Export, the invoice data is sent to the server only to build the file and then returned to you. The app does not keep a copy after the response is sent.

If you use Email delivery, the recipient address and the invoice PDF are passed to the configured email service so the message can be delivered. Email providers may retain delivery logs or message metadata based on their own policies. That data is used only for sending the email you requested.

You can remove local data at any time by clearing saved invoices or resetting the form. Clearing your browser storage removes drafts completely.

Stored locally

Drafts and saved invoices live in your browser storage on this device.

Processed on request

PDF and export files are generated only when you request them.

Email delivery

Email addresses and PDFs are used only to send your message.

Live preview

Watch the invoice update instantly while you work.

What it is

The preview panel renders your invoice in real time using the selected template and current form data.

Why it matters

It helps you catch missing details, spacing issues, and total errors before you send the invoice.

How it works

Every field update triggers a re-render so totals, dates, and branding stay synchronized.

How to use

  1. Keep the preview visible while you fill in bill-from and bill-to details.
  2. Add items and charges and confirm the subtotal and total update correctly.
  3. Switch templates and scan the layout before exporting.

Best for

  • Fast review before sending to a client.
  • Comparing templates for different brands or projects.
  • Checking signature placement and payment notes.

Pro tips

  • Use a wider screen or full screen view for easier visual checks.
  • Run one final preview after edits to make sure totals match.

Templates and branding

Apply a professional layout that matches your brand.

What it is

Templates control layout and spacing, while branding fields add your logo and signature.

Why it matters

Consistent branding builds trust and makes invoices recognizable for your clients.

How it works

Pick a template, add your logo, and choose a signature style to personalize the PDF.

How to use

  1. Open the template selector and switch between available layouts.
  2. Upload a clear logo image so the header looks professional.
  3. Add a signature and review the placement in the preview.

Best for

  • Agencies that invoice under different business names.
  • Freelancers who want a clean, minimal layout.
  • Projects that require a signed invoice.

Pro tips

  • Use a transparent PNG logo for best results.
  • Keep logo dimensions moderate so the header stays balanced.

Invoice details and numbering

Set invoice numbers, dates, and terms clearly.

What it is

Invoice details include the invoice number, issue date, due date, and optional notes.

Why it matters

Clear metadata avoids disputes and makes it easy to reference payments later.

How it works

The details section updates the header and summary in the preview as you type.

How to use

  1. Enter a unique invoice number that follows your numbering system.
  2. Set issue and due dates that match your payment terms.
  3. Add short notes for context such as project name or milestone.

Best for

  • Recurring monthly invoices that need consistent numbering.
  • Fixed price projects with clear due dates.
  • Invoices that require a brief scope note.

Pro tips

  • Keep invoice numbers consistent for accounting.
  • Use terms like Net 7 or Due on receipt in notes when needed.

Line items and charges

Break down services, quantities, and totals.

What it is

Line items capture description, quantity, rate, and subtotal, plus taxes, discounts, or extra charges.

Why it matters

Itemized invoices reduce confusion and speed up approvals.

How it works

The items and charges sections recalculate totals automatically as you edit.

How to use

  1. Add each service or product as a separate line item.
  2. Set quantity and rate so the subtotal calculates correctly.
  3. Apply taxes, discounts, or fees and verify the total.

Best for

  • Hourly work with multiple tasks.
  • Product sales with quantities.
  • Projects that include taxes or discounts.

Pro tips

  • Use clear descriptions so clients know what they are paying for.
  • Avoid lumping unrelated work into one line item.

Payment information

Tell clients exactly how to pay.

What it is

Payment information includes your preferred payment method, bank details, or instructions.

Why it matters

Clear instructions reduce delays and follow-up questions.

How it works

The payment section adds these details to the invoice footer or notes area.

How to use

  1. Choose the payment method your client expects.
  2. Add account numbers or wallet IDs carefully.
  3. Include any reference details the client should mention.

Best for

  • Bank transfer or wire payments.
  • Clients who need a purchase order or reference.
  • Invoices with multiple accepted methods.

Pro tips

  • Keep instructions short and readable.
  • Double check account details before sending.

Multi-currency support

Bill in the correct currency for each client.

What it is

The currency selector sets the symbol, separators, and formatting across totals.

Why it matters

Clients see totals in a familiar format and avoid conversion confusion.

How it works

Changing the currency updates the preview and calculations immediately.

How to use

  1. Select the currency before entering prices.
  2. Check the symbol and decimal format in the preview.
  3. Keep the currency consistent across the entire invoice.

Best for

  • International clients who pay in their local currency.
  • Cross border projects with agreed pricing.
  • Multi region businesses that invoice in different currencies.

Pro tips

  • Match the currency in your contract or proposal.
  • Avoid mixing currencies in a single invoice.

PDF export and print

Generate a clean PDF that matches the preview.

What it is

PDF export creates a finalized invoice file ready to download or print.

Why it matters

PDFs preserve layout and are accepted by most clients and accounting tools.

How it works

The server renders your invoice into a PDF and returns it to your browser.

How to use

  1. Click Generate PDF after reviewing the preview.
  2. Open the PDF in a new tab to verify layout and totals.
  3. Download or print the file for your records.

Best for

  • Email attachments.
  • Physical copies for on site payments.
  • Archiving completed invoices.

Pro tips

  • Generate the PDF after all edits to avoid multiple versions.
  • Store the file with the project or client folder.

Email delivery

Send the invoice PDF directly from the app.

What it is

Email delivery attaches the PDF and sends it to you or your client.

Why it matters

It saves time and ensures the exact approved file is delivered.

How it works

When you send, the PDF and email details are passed to the mail service to deliver the message.

How to use

  1. Open the Send to email action from the actions panel.
  2. Choose whether to send to yourself or the client.
  3. Confirm the email address and send the invoice.

Best for

  • Sending invoices right after approval.
  • Keeping a personal copy in your inbox.
  • Quick follow ups without downloading first.

Pro tips

  • Double check the recipient address before sending.
  • Include the invoice number in your follow up message.

Save and load drafts

Keep drafts locally and reuse them later.

What it is

Save and load stores invoice drafts in your browser on this device.

Why it matters

It speeds up repeat invoices and reduces retyping.

How it works

Saved invoices live in local storage and can be opened from the load menu.

How to use

  1. Save the invoice after you finish a draft.
  2. Open the load menu to view saved invoices.
  3. Load one, update dates or items, and generate again.

Best for

  • Monthly retainers or recurring services.
  • Clients with consistent billing details.
  • Templates for internal billing.

Pro tips

  • Delete old drafts to keep the list tidy.
  • Saved invoices stay on this device only.

Data import and export

Move invoice data between tools and backups.

What it is

Export creates JSON, CSV, or XML files, and import lets you prefill from JSON.

Why it matters

It helps with bookkeeping, backups, and quick reuse.

How it works

Export sends the invoice to the server for formatting, then downloads the file.

How to use

  1. Use Export and choose JSON, CSV, or XML.
  2. Store the file for accounting or backups.
  3. Use Import JSON to prefill a new invoice.

Best for

  • Sharing invoice data with accountants.
  • Keeping offline backups.
  • Migrating data between tools.

Pro tips

  • Keep exported files secure since they contain billing data.
  • Validate JSON format before importing.

Signatures

Add a signature that looks professional.

What it is

Signature tools let you type, draw, or upload a signature image.

Why it matters

It signals approval and adds a personal touch.

How it works

Choose a signature tab, set font or color, and insert it into the preview.

How to use

  1. Open the signature modal from the form.
  2. Pick type, draw, or upload and save your signature.
  3. Review the placement in the preview.

Best for

  • Consulting or contract based work.
  • Invoices that require authorization.
  • Branding with a personal sign off.

Pro tips

  • Use a high resolution image for uploads.
  • Keep the signature style consistent.