Invoices

Create, send, and get paid on invoices.

What is an Invoice?

An invoice is a bill you send to a client requesting payment for work completed. Invoices in Nuvio One can be created manually, generated from billable time entries, or converted from an accepted proposal.

Viewing Invoices

Go to Invoices in the top menu.

Filter invoices by:

• Status — Draft, Sent, Paid, Overdue
• Contact — A specific client
• Organization — A specific company
• Project — Invoices related to a specific project
• Search — By invoice number or description

Creating an Invoice

1. Click New Invoice.
2. Fill in the details:
   • Invoice number — Auto-generated or enter your own
   • Invoice date — The date on the invoice
   • Due date — When payment is expected
   • Contact and/or Organization — Who you are billing
   • Project — The project this invoice is for (optional)
   • Line items — Each service or item being billed:
     • Description
     • Quantity
     • Rate (price per unit)
   • Tax rate — If applicable
3. Click Save to keep as Draft.

Invoice Statuses

Sending an Invoice

Once an invoice is ready:

1. Open the invoice.
2. Click Send Invoice.
3. The invoice is emailed to the client contact's email address.
4. Status changes to Sent.

Sending a Payment Reminder

If an invoice is overdue or the client has not responded:

1. Open the invoice.
2. Click Send Reminder.
3. A payment reminder email is sent to the client.

You can view the full history of all reminders sent for an invoice under Reminder Stats on the invoice page.

Downloading an Invoice as PDF

1. Open the invoice.
2. Click Download PDF.
3. A PDF version of the invoice is downloaded to your device.

Creating an Invoice from Unbilled Time

If you track time against projects, you can invoice directly from approved billable time entries:

1. Go to Invoices.
2. Click Unbilled Time (or New Invoice → From Time Entries).
3. You will see all approved, billable time entries not yet invoiced.
4. Select the entries to include.
5. An invoice is generated with those line items pre-filled.

Converting a Proposal to an Invoice

When a client accepts a proposal, you can convert it directly to an invoice:

1. Open the proposal.
2. Click Convert to Invoice.
3. Line items and client details are carried over automatically.

See the Proposals topic for more details.

Getting Paid Online

If you connect Stripe, sent invoices show a Pay now button so clients can pay by card. The payment goes straight into your Stripe account, the invoice is marked Paid automatically, and a matching income entry is added to your ledger. See Online Payments (Stripe) to set this up.

Recording a Payment Manually

For payments received outside the app (bank transfer, cash, cheque):

1. Open the invoice and click Record payment.
2. Enter the amount, method, and an optional reference or note.
3. Save. Partial payments are supported — the invoice moves to Partially paid and tracks the remaining balance until it's fully paid.

If a client tells you through the portal that they've paid, you'll get a notification to confirm it, which records the payment.

Refunds & Credit Notes

When you refund a client, record it against the invoice to create a credit note (with its own number and PDF) that reverses the income in your ledger. For card payments, issue the refund in Stripe first, then record the credit note.

Frequently Asked Questions

Can I apply a discount to an invoice? You can adjust line item amounts or quantities to reflect any agreed discounts. A dedicated discount field is on our product roadmap.

Can clients pay online through the invoice? Yes. Connect Stripe and a Pay now button appears on sent invoices so clients can pay by card. You can also keep accepting bank transfer, cheque, etc. and record those payments manually.

How do I mark an invoice as paid? Online card payments mark it Paid automatically. For other methods, open the invoice and Record payment (full or partial).

Can I edit an invoice after sending it? Yes, but be careful — if you edit a sent invoice, re-send it so the client has the latest version.

What is the difference between an invoice and a proposal? A proposal is sent before work begins to outline scope and price for client approval. An invoice is sent after work is done (or at agreed milestones) to request payment. Proposals can be converted into invoices.