Invoices and payments

Create an invoice, send it, and the moment you record the payment it lands in your income. No retyping.

🧾 Your invoices at a glance

Open Invoices. At the top, three tiles show what matters: what is Overdue, what is Due within next 30 days, and your Average time to get paid. Below them, tabs filter the list: Unpaid, Draft, Overdue and All invoices. You can also search by invoice number.

An invoice is always in one of these states: Draft, Unsent, Sent, Paid, Partially paid, Overdue or Void. Overdue and partially paid are worked out for you, so you never have to track them by hand.

✍️ Create an invoice

Press Create an invoice and fill in:

Customer: pick one, or add a new one with + New customer without leaving the page.
Invoice date and Payment due: on receipt, or on a date you choose.
Items: description, quantity and price. If you saved your usual services in Services, SoloBook suggests them as you type, so a rate is entered once, not every month.
Discount: none, a percentage or a fixed amount.
Tax name and tax rate, if your invoice shows tax. You type what applies to you. SoloBook does not decide it. See What SoloBook does not do.
Title and Subheading, Notes / Terms and Footer: these start from your defaults in Settings → Invoices (see “Make invoices look like yours” below), and you can change them for this one invoice.
A P.O./S.O. number and a Contract, if you use them.

The subtotal you see while typing is provisional. The totals are worked out by SoloBook’s server when you save, so the numbers on your invoice are always the same ones your books use.

💱 Billing in another currency

Pick the invoice currency. If it is not your business’s own currency, an exchange rate is required. Press Fetch rate to fill it from the Bank of Canada for the invoice date. If the rate is missing, SoloBook tells you exactly what it needs.

You can choose which currencies you use most in Settings → Currencies. Those show first in the list and are priced on the Dashboard.

📤 Send it, and get paid

On an invoice you can:

Edit it;
Send it by email;
Download PDF;
Record payment: enter the amount, the method (bank payment, cash, cheque, card or other) and the date;
Void it, or Delete it.

Partial payments are fine. Record what you received, and the invoice becomes Partially paid until the rest arrives.

Every payment you record is posted to your income automatically. When the same deposit later shows up in a bank import, SoloBook shows it as Already recorded and counts it once.

🎨 Make invoices look like yours

Open Settings → Invoices. Everything that decides how your invoices look, and what a new invoice starts with, is on this one screen. Next to it, a live Preview shows the real PDF, drawn with the settings as they are on screen, so what you see is what your customer gets. Nothing is kept until you press Save, and Cancel puts the saved values back. On a phone, press Show preview to open the preview. Download PDF next to it saves the previewed invoice.

Appearance

Logo: press Upload logo and pick a PNG or JPEG image up to 1 MB. You can Replace or Remove it later. Untick Show the logo on invoices to keep the file but hide it.
Brand colour: pick a swatch, or type any hex colour such as #3F51B5. SoloBook chooses white or dark text for the coloured parts, so the text stays readable whichever colour you pick.
Template: Contemporary (a coloured table header and a grey band behind the amount due), Modern (a coloured band across the top and a card for the amount due) or Classic (a centred header and a ruled table). All three show the same information.
Show “Made with SoloBook” at the bottom of invoices: a small line at the foot of the page. It is off by default.

Invoice defaults

Every new invoice starts with these. You can change any of them on the invoice itself.

Payment terms: due on receipt, or 7, 14, 15, 30, 45, 60 or 90 days. The invoice shows the resulting due date.
Title, Subheading (printed under the title, for example a GST/HST number), Notes / terms and Footer.

Table columns

Rename a column from a ready-made choice (Items, Products or Services; Quantity or Hours; Price or Rate) or press Custom… and type a name of up to 24 characters. Turn Show off to hide the Quantity, Price or Amount column. The item column is always there.

Your address and contact details are not on this screen. Add them once in Settings → Business → Contact details (address, phone, e-mail and website), and they are printed in the invoice header.

A few things worth knowing:

Look (logo, colour and template) applies to all your invoices at once, including ones you already sent: open or download one again and it wears the new look.
Words (title, subheading, notes, footer and column names) are copied onto an invoice when you create it. Changing the defaults later does not rewrite invoices you have already made.
Your address and contact details follow your settings while an invoice is a draft or unsent, and stay as they were once it is sent.
Only the owner of the business can change these settings. Accountants and viewers can see them.
The link your customer opens shows your logo and colour as well. Acts keep their own layout and are not affected.
A long invoice continues on further pages, and the table header is repeated on each.

👥 Customers, contracts and services

Customers: name, contact details, address and, if you want, a tax number with its kind. Retire a customer you no longer bill.
Contracts: the agreement with a customer, with a number, a signing date, a default currency and payment terms. An invoice can cite one.
Services: the things you bill for and a default price.

All three live under Reference in the menu.

📑 Acts

If your clients need an act, a document that covers one or more invoices, select the invoices and press Create act. The act prints the contract number and date for you. Acts show up next to invoices in the list, and each invoice shows which act covers it.