Welcome to Programa Invoices, the tool that lets you streamline invoicing directly from your Schedules and time tracking entries within Programa. Easily manage, share, and track your payments with our Client Dashboard sharing feature, and easy-connect QuickBooks and Xero integrations.
Set up your Programa account for Invoices
Set up your Stripe account
Navigate to Invoice Settings (or click here)
Connect to Stripe by clicking the 'Connect' button
From here, create a new Stripe account (it's free!), and follow the prompts to complete. (Note: Stripe enforces a single platform connection policy, meaning you're unable to link an existing account. See here for more info).
You're done!
Customize your branding
Click the 'Go to Brand Settings' button, which will take you to the Stripe interface
Follow the prompts to customise your brand settings, and save your changes
You're done!
Connect your preferred financial account (Optional)
QuickBooks
Navigate to your Studio's Settings > Invoices > Quickbooks (or click here)
Click 'Connect to QuickBooks', and enter your QuickBooks login details to access your QuickBooks account
Once logged in to QuickBooks, you'll be asked to select your company from a dropdown menu (If you have more than one, make sure you're selecting the one relevant to your projects managed in Programa.)
When you've made your selection, click 'Next'
The next page is the final step on the integration process. To confirm you agree to this, click 'Connect'
That's it! You'll then be directed back to Programa, and your Quickbooks integration tile should now show that you're connected, and display the name of the account you're connected to
Read more about our QuickBooks integration here.
OR...
Xero
Navigate to your Studio's Settings > Invoices > Xero (or click here)
Click 'Connect to Xero'
Choose your organisation, and you're done!
Read more about our Xero integration here.
Create an Invoice
Head to 'Invoices' from left-hand navigation menu, and click the ➕ icon in the bottom-right of this page.
All of your active Projects will then appear in a panel on the right. Select the one you'd like to bill for.
Choose the client your wish to send the invoice to from the 'Client' dropdown menu, or select '+ Add new client' if they're not an existing contact in your Address Book.
If adding a new client, fill out the required fields in the panel that appears on the right, and click '+ Add client' to save.
Select your due date from the 'Due Date' dropdown menu.
Add items to your Invoice
Schedule items
Click 'Add from schedules' to open up a panel on the right, and from the 'Schedules' dropdown menu, select the Schedule you'd like to add products from.
Use the filter button to narrow down your search. For example, you might like to find items that have been approved by your client. To achieve this, select 'Status', and choose 'Approved'. Your list of items will update instantly.
Check the box to the left of each item you'd like to add to your invoice, and click 'Add Items' to confirm.
Time entries
Click 'Add time entry'.
Select the date range and team member you'd like to bill for, from the panel that appears to the right.
Click 'Add Entries' to confirm your selection.
Custom line items
Click 'Add custom item'.
Enter a Description, Qty, and Amount in the fields provided.
Click 'Save' to confirm.
Assign items to QuickBooks or Xero
If you've integrated your QuickBooks or Xero account with Programa, a draft invoice will be generated in your nominated account.
The income accounts configured in your settings will be selected by default. Check out our Accounting Integrations guides for more information on how to update these.
In the QuickBooks/Xero field, select the account your item corresponds to. The accounts visible in the dropdown will reflect those in your connected QuickBooks/Xero account.
Send your Invoice
Click 'Ready to Send', which will open up a panel on the right.
Add any 'Notes' you'd like to include for your client.
(Optional) Click on the dropdown arrow next to 'Advanced Controls' to choose whether you'd like to add:
Your Stripe default memo (Note: this replaces your custom note with the memo that's been set up in your Stripe account).
A Stripe footer. With this option, enter your footer notes into the text box provided
Under 'Payment via', select your preferred payment method.
(Note: Bank transfers are currently available in the US, Mexico, Japan, UK, Belgium, Germany, Spain, France, Ireland, and the Netherlands, and this needs to be switched on in your Stripe account. Find out more here.)
Toggle on 'Pass on transaction fee to client?' to add any associated fees to your client's invoice; include a description for your client in the text box provided; and toggle on 'Taxable?' if this fee is taxable.
(Optional) Toggle on 'Split payments' to take payment for this invoice in instalments. See our Split Payments guide for more info.
Click 'Send' to complete your invoice, and issue to your client.
Split payments
[IN BETA - please reach out on the live chat below to opt in for Split Payments]
Toggle on 'Split payment'
Give each instalment:
A 'Payment name'
An 'Amount' to determine how much you'd like your client to pay at each instalment. The first might be a deposit, and the remainder can be split over up to 5 more payments.
A 'Due date' for each payment
When you've divided your invoice total by your desired number of payments, and the 'Remaining' balance at the bottom of the panel is 0.00, click 'Send' to send the invoice to your client.
Share your Invoice
Head to an invoice with an Open, Paid, or Void status, and click the 'Share' button.
Toggle on the 'Publish to Client Dashboard' option, enter your client's email address in the designated field, and click 'Add'.
💡 To remove access to your published invoices, simply toggle off the 'Publish to Client Dashboard' option, or head into the 3 dot menu next to our added recipients, and select 'Delete access'.
Didn't find what you were looking for? Check out our full collection of Invoices & Payments guides to find out more, or reach out to our friendly support team on the live chat below!