Video Demonstration
Step 1 - Create your 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.
Step 2 - Add items
There are three different ways to add items to your invoice
Directly from your Schedule
From your time entries
Add a custom line item
How to add items from a Schedule
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.
How to add 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.
Time entries will be aggregated, and added as single item which is rounded-up to the nearest whole hour.
💡 Tip: If members of your team have different billable rates, we'd recommend combining those with the same rate within the same line item, and repeating the process for team members on a different rate.
How to add custom line items
Click 'Add custom item'.
Enter a Description, Qty, and Amount in the fields provided.
Click 'Save' to confirm.
Step 3 - 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.
Note: The recipient shown here is the client selected when the invoice was first created - this cannot be changed.
Step 4 - 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.
Delete unwanted drafts
If you've created a draft invoice that you no longer need, simply head to the 3 dot menu against your unwanted entry, and select 'Delete Invoice'
