Creating and Sending Invoices in BreezeDoc

Create professional invoices and send them to clients for payment. This guide covers invoice creation, adding line items, selecting payment methods, sending invoices to clients, and tracking invoice activity and payments.

Prerequisites

  • Account: Active BreezeDoc account (all plans support invoicing)
  • Plan: Free, Pro, or Agency (invoicing available on all plans)
  • Payment Gateway: Optional – connect Stripe or PayPal for online payments
  • Client Information: Client name and email address for invoice recipient

What is BreezeDoc Invoicing?

BreezeDoc invoicing allows you to create, send, and track professional invoices directly from your account. This feature integrates seamlessly with document signing workflows, enabling you to request payment after contracts are signed. Key capabilities:

  • Professional Invoices – Create multi-item invoices with descriptions, quantities, and pricing
  • Multiple Payment Methods – Accept Stripe, PayPal, bank transfer, cash, check, or other payment methods
  • Email Delivery – Send invoices directly to client email addresses
  • Payment Tracking – Monitor invoice status (draft, sent, paid) and payment history
  • Activity Logs – Track when invoices are opened, viewed, and paid
  • Currency Support – Create invoices in multiple currencies (USD, EUR, GBP, etc.)
  • Document Integration – Create invoices directly from completed documents

Plan Availability

Invoicing is available on all BreezeDoc plans:

  • Free Plan: ✅ Invoicing available
  • Pro Plan ($19/month): ✅ Invoicing available
  • Agency Plan ($49/month): ✅ Invoicing available

Note: Online payment processing via Stripe requires Pro or Agency plan for API access.

Creating a New Invoice

Step-by-Step: Create an Invoice

  1. Log in to your BreezeDoc account.
  2. Click Invoices in the main navigation menu.
  3. Click + Create Invoice button (top right).
  4. The invoice editor opens with a blank invoice form.
  5. Fill in the Customer Information section:
    • Customer name: Enter the client's full name or company name
    • Customer email: Enter the email address where the invoice will be sent
  6. Enter an Invoice description (optional but recommended):
    • Example: "Web Design Services - May 2024"
    • Example: "Consulting Services Invoice"
    • This description helps you and your client identify the invoice
  7. Select the Currency from the dropdown:
    • Default: USD ($)
    • Other options: EUR (€), GBP (£), and many more
  8. Set a Payment due date (optional):
    • Click the date field to open the calendar picker
    • Select the deadline by which payment should be received
    • Example: 30 days from invoice date for Net 30 terms
  9. Proceed to add line items (see next section).

Adding Invoice Line Items

Line items are the products or services you're billing for. Each line item includes a description, quantity, and unit price.

Step-by-Step: Add Line Items

  1. In the Items section of the invoice editor, you'll see one blank line item by default.
  2. Fill in the first line item:
    • Description: What you're billing for (e.g., "Website Design", "Hourly Consulting", "Logo Design")
    • Quantity: Number of units (e.g., 1 for flat fee, 10 for 10 hours, 5 for 5 licenses)
    • Unit Price: Price per unit in cents (e.g., 500 for $5.00, 10000 for $100.00)
  3. The Total Price is calculated automatically (Quantity × Unit Price).
  4. To add more line items, click + Add Item button below the items list.
  5. Repeat for each additional product or service.
  6. To delete a line item, click the trash icon next to the item (you must have at least 1 item).
  7. The Invoice Total displays at the bottom, summing all line items.

Example Line Items:

  • Description: "Web Design", Quantity: 1, Unit Price: 50000 cents ($500.00) = Total: $500.00
  • Description: "Consulting Hours", Quantity: 10, Unit Price: 15000 cents ($150.00) = Total: $1,500.00
  • Description: "Monthly Retainer", Quantity: 1, Unit Price: 200000 cents ($2,000.00) = Total: $2,000.00

Selecting Payment Methods

Available Payment Methods

BreezeDoc supports multiple payment methods. You can select one or more methods to offer your client flexibility:

  • Stripe – Online credit/debit card payments (requires Stripe account connection)
  • PayPal – PayPal online payments (requires PayPal account connection)
  • Bank Transfer – Manual bank-to-bank transfer instructions
  • Cash – Cash payment option
  • Check – Paper check payment
  • Other – Custom payment method

How to Select Payment Methods

  1. In the invoice editor, scroll to the Payment Methods section.
  2. You'll see checkboxes for each available payment method.
  3. Check the box next to each payment method you want to offer:
    • ✅ Stripe – Check if you have Stripe connected and want to accept credit cards
    • ✅ PayPal – Check if you have PayPal set up and want to accept PayPal payments
    • ✅ Bank Transfer – Check to provide bank transfer instructions
    • ✅ Other payment methods as needed
  4. You can select multiple methods to give clients payment flexibility.
  5. If Stripe or PayPal are unchecked and greyed out, you need to connect those accounts first (see related articles).

Important: For Stripe and PayPal to work, you must first connect your accounts in Account ➜ Payments. See related articles for setup instructions.

Add a custom message at the bottom of your invoice:

  1. Scroll to the Footer note field (optional).
  2. Enter any additional information or instructions:
    • Payment instructions ("Please include invoice number in payment reference")
    • Bank details for bank transfers
    • Thank you message
    • Terms and conditions
  3. This note appears at the bottom of the invoice PDF and email.

Saving and Sending Invoices

Save as Draft

To save your invoice without sending it to the client:

  1. Complete the invoice form with all required fields.
  2. Click Save button at the top of the page.
  3. You'll see the message: "Invoice saved successfully!"
  4. The invoice is saved with status "draft" and stored in your Invoices list.
  5. You can edit the invoice later by opening it from the Invoices page.

Create and Send

To create and immediately send the invoice to your client:

  1. Complete the invoice form with all required fields.
  2. Verify the customer email address is correct.
  3. Click Create and Send button at the top of the page.
  4. BreezeDoc saves the invoice and immediately emails it to the customer.
  5. You'll see the message: "Invoice sent successfully!"
  6. The invoice status changes from "draft" to "sent".
  7. The customer receives an email notification with the invoice and payment link.

Invoice Email to Client

When you send an invoice, BreezeDoc automatically emails the client:

  • Subject: Invoice from [Your Name]
  • Content: Professional invoice notification with summary
  • Payment Link: Direct link to view invoice and make payment
  • Attached Information: Invoice details including line items, total, and payment methods
  • Sender: From your BreezeDoc account

Managing Invoices

Viewing All Invoices

  1. Click Invoices in the main navigation.
  2. You'll see a list of all your invoices with:
    • Description: Invoice description you entered
    • Customer: Customer name and email
    • Status: Draft, Sent, or Paid
    • Amount: Invoice total in your selected currency
    • Created Date: When the invoice was created
    • Actions: View, Edit, Send, Activity, Delete options
  3. Use the search box to filter invoices by customer email, name, or description.
  4. Invoices are sorted by most recent first.

Invoice Status Meanings

  • Draft: Invoice created but not yet sent to client
  • Sent: Invoice emailed to client, awaiting payment
  • Paid: Payment received and processed

Editing an Invoice

  1. Go to Invoices page.
  2. Find the invoice you want to edit.
  3. Click the Edit icon or button.
  4. The invoice editor opens with the current invoice data.
  5. Make your changes to line items, customer info, or payment methods.
  6. Click Save to update the invoice.
  7. If the invoice was already sent, you can resend it with the updates.

Note: Editing a sent invoice does not automatically notify the client. You must resend the invoice for clients to see updates.

Resending an Invoice

To send an invoice again to the client:

  1. Go to Invoices page.
  2. Find the invoice to resend.
  3. Click Send or Resend button/icon.
  4. The invoice email is sent again to the customer.
  5. You'll see confirmation: "Invoice sent successfully!"

Deleting an Invoice

  1. Go to Invoices page.
  2. Find the invoice to delete.
  3. Click the Delete icon (trash icon).
  4. Confirm the deletion when prompted.
  5. The invoice is permanently removed from your account.

Warning: Deleting an invoice is permanent and cannot be undone. Ensure you have any necessary records before deleting.

Tracking Invoice Activity

Viewing Invoice Activity

  1. Go to Invoices page.
  2. Find the invoice you want to track.
  3. Click Activity button/icon.
  4. The activity log shows all events:
    • Sent: When the invoice was emailed to the client
    • Opened: When the client opened the invoice email or link
    • Viewed: When the client viewed the invoice details
    • Paid: When payment was received
  5. Each event includes:
    • Timestamp (date and time)
    • Event type
    • IP address (for security tracking)
    • User agent (browser/device information)

Exporting Activity as PDF

Download a complete activity history for your records:

  1. Open the invoice activity page.
  2. Click Export Activity PDF or Download PDF button.
  3. A PDF report is generated with:
    • Invoice summary (customer, amount, date)
    • Complete activity timeline
    • All tracked events with timestamps
    • Professional formatting for record-keeping
  4. Use this for audit trails, client records, or accounting purposes.

Creating Invoices from Documents

Invoice After Contract Signing

BreezeDoc allows you to create invoices directly from completed documents:

  1. Go to Documents page.
  2. Find a completed (signed) document.
  3. Open the document details.
  4. Click Create Invoice button (if available).
  5. The invoice editor opens with:
    • Customer name pre-filled from document recipient
    • Customer email pre-filled from document recipient
    • Invoice description set to: "[Document Title] - Invoice"
    • Invoice linked to the document for easy reference
  6. Add line items and payment methods.
  7. Click Create and Send to invoice the client immediately.

Use Case: This workflow is perfect for service contracts where you want to request payment after the contract is signed.

Invoice Best Practices

Creating Professional Invoices

  • Clear Descriptions: Use specific, detailed line item descriptions (not just "Services")
  • Accurate Pricing: Double-check quantities and unit prices before sending
  • Payment Terms: Set realistic payment due dates (Net 15, Net 30, etc.)
  • Contact Information: Include footer notes with your contact info for questions
  • Professional Tone: Add a thank you message in the footer note

Payment Method Recommendations

  • Offer Multiple Options: Check both Stripe and PayPal for maximum flexibility
  • Online Payments First: Prioritize Stripe/PayPal for faster payment
  • Bank Transfer Backup: Include bank transfer for clients who prefer it
  • Clear Instructions: Add bank details or payment instructions in footer note

Tracking and Follow-Up

  • Monitor Activity: Check activity logs to see if clients opened your invoice
  • Follow Up Promptly: If invoice isn't opened within 2-3 days, follow up via email or phone
  • Send Reminders: Resend invoices as payment due date approaches
  • Export Records: Download activity PDFs for accounting and tax purposes
  • Archive Paid Invoices: Keep records of paid invoices for at least 7 years for tax compliance

Troubleshooting

Issue: Cannot see + Create Invoice button

Fix: Verify you are logged in to BreezeDoc. Invoicing is available on all plans (Free, Pro, Agency). Navigate to Invoices from the main menu. The "+ Create Invoice" button should appear in the top right corner of the page. If still missing, refresh your browser or clear cache and try again.

Issue: Stripe payment method is greyed out and cannot be selected

Fix: This means you haven't connected your Stripe account yet. Go to Account ➜ Payments and click Connect with your Stripe account. Complete the Stripe Connect OAuth flow. Return to invoice editor and refresh—Stripe checkbox should now be enabled. Note: Stripe requires Pro or Agency plan with API access.

Issue: PayPal payment method is greyed out

Fix: You need to add your PayPal email address. Go to Account ➜ Payments, scroll to the PayPal section, enter your PayPal email address in the form, and click Save. Return to invoice editor—PayPal checkbox should now be enabled.

Issue: Invoice total shows $0.00 even though I entered prices

Fix: Prices must be entered in cents, not dollars. For example, enter 5000 for $50.00, not 50. Check each line item's unit price and convert dollars to cents by multiplying by 100. The total will recalculate automatically once correct values are entered.

Issue: Client says they did not receive the invoice email

Fix: Verify the customer email address is correct in the invoice editor. Ask the client to check their spam/junk folder. Resend the invoice from Invoices page by clicking Send. If still not received, have the client whitelist noreply@breezedoc.com and try again. Alternatively, you can copy the invoice link and send it directly via your own email.

Issue: Cannot add more than one line item

Fix: Click the + Add Item button below the existing line items to add additional rows. If the button is not visible, scroll down in the invoice editor—it should appear below the last line item. Each invoice supports unlimited line items.

Issue: Cannot delete a line item

Fix: You must have at least one line item on every invoice. If you only have one line item, you cannot delete it. Add a new line item first, then delete the unwanted one. The trash icon only appears for line items when you have 2 or more items.

FAQ

Q: Is invoicing available on the Free plan?

A: Yes! Invoicing is available on all BreezeDoc plans (Free, Pro, Agency). However, online payment processing via Stripe requires Pro or Agency plan with API access.

Q: How many invoices can I create per month?

A: There is no limit on the number of invoices you can create. Invoicing is unlimited on all plans.

Q: What currencies are supported?

A: BreezeDoc supports multiple currencies including USD, EUR, GBP, CAD, AUD, and many others. Select your currency from the dropdown when creating an invoice.

Q: Can I edit an invoice after sending it?

A: Yes, you can edit sent invoices. However, editing does not automatically notify the client—you must manually resend the invoice for them to see updates.

Q: Do clients need a BreezeDoc account to pay invoices?

A: No, clients do not need a BreezeDoc account. They receive an email with a payment link and can pay directly without creating an account.

Q: What payment methods can I accept?

A: You can accept Stripe (credit/debit cards), PayPal, bank transfer, cash, check, or other custom payment methods. Online methods (Stripe/PayPal) require account connections.


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