Create an invoice from a studio's order, check the details and send it for payment.
Before you start
You need an order from the studio and a Programa account. If you open an order as a guest, you'll be asked to join or sign in before creating an invoice.
Complete any missing business information when prompted, including your billing address and the business or tax number required for your country. Your existing details are reused.
Create your invoice
Open the order from its email or the project's Orders tab.
Review the products, quantities, prices and delivery address.
Select Create invoice.
Complete any missing business information, then return to the invoice.
Check Bill to and add the studio's billing address if it's missing.
Your draft opens in Invoices, with the order's products, quantities and prices filled in. The banner identifies the order and project. The studio and project cannot be changed.
You can also select Create invoice from Invoices, then choose an uninvoiced order. You don't need to confirm the order as a separate step before creating the invoice.
Review your items and prices
Check the product names, quantities and prices.
Edit any details that need correcting.
Add custom items for extra charges or shipping.
Set the due date and add any note or footer text.
Editing the invoice does not change the original order. Agree any price or quantity changes with the studio before sending.
Where a quote includes RRP and Trade price, both carry into the invoice and can be edited. Trade price is the amount charged. Without a trade price, the item charges RRP. The total discount shows the saving between the two prices; you don't enter another discount.
Check the tax
Open the tax control at the top of the invoice.
Review the selected rate, which defaults to the order's rate where one exists.
Choose another of the studio's order tax rates or enter a custom percentage if needed.
Check the tax amounts and invoice total.
One rate applies to all taxable items. Items marked as not taxed remain untaxed. Shipping is untaxed.
Choose how the studio pays
Check your saved payment information in invoice settings. These instructions appear on the invoice so the studio can pay using your own bank details.
To offer online payment, connect Programa Pay from invoice settings or the send panel. The studio can then use the card or bank debit options available on the invoice.
Programa Pay is optional. You can send invoices using your own payment information without connecting it.
Set up a deposit and balance
If you need instalments, set up Split payments in the send panel before issuing the invoice.
Turn on Split payments.
Add each instalment, such as Deposit and Balance.
Set the amount and due date for each payment.
Check that the instalments cover the full invoice total.
The studio returns to the same invoice to pay the remaining balance.
Preview and send
Preview the invoice PDF and check the details and total.
Open the send panel.
Check the recipient email, which defaults to the person who sent the order.
Add anyone who needs a copy in CC.
Review the subject, message and payment information.
Send the invoice.
The studio receives an email and a notification in their project. The invoice stays linked to the order, which records that it has been issued.
Once sent, the invoice's commercial details cannot be edited directly. Check them before sending.
Related: How to track invoices and record payments · How to attach your own invoice PDF to an order
Need help creating an invoice? Contact our support team via live chat.