How to Create an Invoice

Creating a New Invoice

To create an invoice, open the Invoices area and select the option to create a new invoice.

The first step is to select the client the invoice relates to.

You can either:

• Select an existing client that has already been created in Work Ninja.

• Start typing the client's name within the Client field and select them from the available results.

• Create a new client from the client selector if they do not already exist.

Once the client has been selected, you can begin adding the invoice details.

Adding the Invoice Details

Enter an Invoice Title that clearly describes what the invoice relates to.

You can then add a Description containing any further information about the work, products or services being invoiced.

You can also choose the Issue Date for the invoice.

The issue date is used alongside your selected payment terms to determine when payment is due.

Choosing Your Payment Terms

Work Ninja allows you to choose the payment terms that apply to the invoice.

Available options include:

• Due on Receipt

• Net 7

• Net 14

• Net 30

• Net 60

Your selected payment terms determine how long the customer has to pay the invoice after the issue date.

For example, selecting Net 30 means that payment is due 30 days after the invoice issue date.

Choose the payment terms that match the agreement you have with your customer.

Adding Line Items

The Line Items section is where you add the products, services or charges that make up the invoice.

You can add one or multiple line items depending on what is being billed.

Make sure that the line items and pricing are correct before sending the invoice to the customer.

Adding a Client Message

You can add a Client Message to provide additional information directly to the customer.

This can be useful for information such as:

• Payment instructions.

• A thank-you message.

• Information about the work completed.

• Additional details about the invoice.

• Any relevant next steps.

The client message is customer-facing, so only include information that you are happy for the customer to see.

Adding Internal Notes

You can also add Internal Notes to the invoice.

Internal notes are designed for information that your team needs to keep against the invoice but that should not form part of the customer-facing document.

For example, internal notes could be used for:

• Payment-related information.

• Accounts notes.

• Internal follow-up reminders.

• Information relating to the job or customer.

Saving an Invoice

Once you have completed the invoice, you can choose to save it without immediately sending it to the customer.

This is useful if:

• The invoice is still being prepared.

• Someone needs to review it.

• You need to confirm pricing.

• You are not yet ready to send it.

You can return to the invoice later to edit or send it.

Sending an Invoice

When the invoice is ready, select Send Invoice.

Work Ninja will generate the customer-facing invoice document using the information, line items and branding configured within your account.

You can then send the invoice directly to the customer.

Before sending, make sure the customer's email address, line items, payment terms and invoice details are correct.

Customising the Appearance of Your Invoices

The appearance of your invoices can be controlled through your Work Ninja business settings.

Go to:

Settings → Edit Business Profile

From here, you can manage branding options including:

• Your company logo.

• Your brand colours.

• Styling used across your generated documents.

These settings help ensure that the invoices generated by Work Ninja match your company's branding.

Viewing an Invoice

Once an invoice has been created, you can open the Invoice View page to manage it.

From here, you can see the information associated with the invoice, including its current status.

The status allows you to understand where the invoice is within the payment process.

Keeping Invoice Statuses Up to Date

If you have connected Work Ninja to supported integrations such as Xero or Stripe, invoice statuses can be kept up to date automatically.

This reduces the need to manually update an invoice every time its payment status changes.

Xero

If your Work Ninja account is connected to Xero, relevant invoice information and statuses can be kept in sync with your connected account.

This helps keep your Work Ninja and accounting information aligned.

Stripe

If you have connected Stripe and take payment against an invoice, Work Ninja can automatically update the invoice when payment has been successfully received.

For example, once the customer completes their payment through Stripe, the invoice status can automatically update to show that it has been paid.

This makes it easier for your team to see which invoices remain outstanding without needing to manually reconcile every payment.

What Happens After an Invoice Is Created?

Once an invoice has been saved, it remains associated with the selected client.

You can return to the invoice to review its details, check its payment status and manage any further actions required.

The invoice will also form part of the customer's wider history within Work Ninja alongside their jobs and quotes.

Important

Before sending an invoice, make sure that:

• The correct client has been selected.

• The invoice title and description are correct.

• The correct Issue Date has been selected.

• The appropriate Payment Terms have been chosen.

• All line items and prices have been checked.

• The customer's email address is correct.

• Any client message is suitable for the customer to see.

• Your branding has been configured correctly in Settings → Edit Business Profile.

If you use integrations such as Xero or Stripe, keeping these connections active can help ensure that invoice and payment statuses remain up to date automatically.