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How to Send an Invoice to a Customer

Written by ZevBit Software

You can send invoices to customers directly from ZevBit once a project has active invoices available.

When an invoice is sent from ZevBit, the customer receives an email with a secure link where they can review the invoice and submit payment using a credit or debit card.

Before You Start

Make sure:

  • The project has available invoices in the schedule or has been manually created

  • You have permission to access the Invoices module

Steps to Send an Invoice

  1. Go to the Invoices module

  2. Click the Customer Name/Project Name to open the project from the list

  3. In the Project Invoicing page, scroll to the Unpaid / Partial Paid Invoices section

  4. Click on the three-dot menu > View/Send the invoice on the right side of the table row

    OR

    Click on the Send Invoice button

    *NOTE: The invoices don't have an invoice date yet, which means that the invoice hasn't been generated officially.

  5. If sending the invoice without a date, it will first show the calendar pop-up. Select the date of the invoice you are generating.

  6. You can also change the default terms for this invoice due date.

  7. Click "Save"

  8. Once you click “Save”, the system opens the Invoice Detail Page, where you can review, edit, and send the invoice.

    1. Cover Photo: A toggle is available to enable or disable a cover photo. When enabled, the user can upload an image.

    2. Payment Methods: You will see options to:

      • Accept ACH (Bank Transfer)

      • Accept Credit Card

      These toggles depend on your setup in Settings → Integrations (Payment Setup). If payment integrations are not configured, these options may not function.

    1. Main Invoice Area

      1. The invoice is displayed in a PDF-style preview

      2. You can click “Download” to save the invoice as a PDF

      3. You can add or edit line items with:

        1. Name

        2. Description

        3. Rate

        4. Quantity

        You can add multiple line items as needed.

      4. Invoice Dates

        1. (Sending Date) → The date the invoice is issued

        2. Due Date Dropdown with options:

          1. On Receipt

          2. Net 3

          3. Net 7

          4. Net 15

          5. Net 30

          6. Net 60

          7. Net 90

          Explanation:

          Net X = Payment is due X days after the invoice date

          On Receipt = Payment is due immediately

      5. Attachments: the user can attach files to the invoice

      6. Invoice Notes: Add additional notes at the bottom of the invoice. Useful for payment instructions or a custom message.

      7. Pay Invoice Button: This button is visible to the sender if they want to mark this invoice paid as Cash or Check

    2. Save and Preview

      1. Initially, you will see a “Save and Preview” button. Once clicked:

        1. The invoice is finalized for preview

        2. The button changes to “Send”

  9. Clicking Send will open an email pop-up where you can:

    1. Edit the email subject

    2. Modify the email body

    3. Attach additional files

    4. Then click “Send to Customer” to deliver the invoice.

    Additional Send Options

    • Send via Email → Standard method (same as above)

    • Copy Shareable Link → Copy a link to send via WhatsApp, SMS, etc.

    • Send to My Email → Sends a copy to your own email

  10. Edit Invoice

    • After saving, an “Edit Invoice” button appears. Clicking it allows you to:

      • Modify line items

      • Update dates

      • Make any other changes

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