Creating an Invoice

Written By Matthew Smith

Last updated 22 days ago

This guide explains how to create and send an invoice inside WorkNinja.

Invoices can be created for existing clients, or you can create a new client during the invoice creation process.

Before You Start

To create an invoice, go to the Create section in WorkNinja.

At the top of this section, you will see tabs for creating:

  • Clients

  • Quotes

  • Jobs

  • Invoices

For this guide, select Invoice.

1. Select or Create a Client

Once you click Invoice, you will need to choose the client the invoice is for.

You can either:

  • Select an existing client from the dropdown

  • Type in the details of a new client and click New Client

If you select an existing client, you will be able to choose from the addresses saved against that client.

If the client has more than one address, these will appear in the address list.

2. Choose the Client Address

After selecting the client, choose the address the invoice should be linked to.

This is useful when a client has multiple sites, properties, or billing locations.

3. Add the Invoice Details

Next, add the main details for the invoice.

You can enter:

  • Invoice title

  • Description of the services sold

  • Issue date

  • Payment terms

  • Salesperson

The issue date can be set to a date in the past, today, or a future date.

The payment terms allow you to choose when the invoice is due. Options include:

  • Due on receipt

  • Net 7

  • Net 14

  • Net 30

  • Net 60

Once the payment terms are selected, WorkNinja will automatically calculate the invoice due date.

4. Add Line Items

Next, add the line items for the invoice.

You can select from predefined services that have already been set up in your business settings.

You can also type in the details of a new service and fill out the required information.

Once a service has been selected, you can edit:

  • Quantity

  • Unit cost

  • Unit price

  • Total

  • Tax rate

  • Description

The unit cost is used internally and is hidden from the customer.

The unit price, total, tax rate, and description can appear on the invoice sent to the customer.

5. Add More Line Items or Discounts

To add another item to the invoice, click Add New Line Item.

You can repeat this process for each service, product, or charge that needs to be included.

You also have the option to add a discount rate if required.

6. Add Notes

Below the line items, you can add notes to the invoice.

There are two types of notes:

  • Client message

  • Internal notes

The client message can be used to add extra information for the customer.

The internal notes section is only visible to WorkNinja users and will not be shown to the customer.

7. Save or Send the Invoice

Once the invoice has been created, you can either:

  • Click Save to save the invoice without sending it

  • Click Send Invoice to email the invoice to the customer

If you click Send Invoice, a pop-up will appear where you can review and edit the email details before sending.

8. Review the Email Details

Before sending the invoice, you can edit:

  • Recipient

  • CC recipients

  • BCC recipients

  • Subject line

  • Email message

The colours, look, and style of your invoice can be edited inside your business settings.

You can also integrate Stripe, allowing customers to pay invoices online.

9. Send the Invoice

When everything is ready, click Send Email.

WorkNinja will email the invoice to the customer and take you to the invoice view page.

10. View or Edit the Invoice

After the invoice has been created, you will be taken to the invoice view page.

From here, you can:

  • View the invoice

  • Send the invoice

  • Edit the invoice

If you choose to edit the invoice, WorkNinja will take you back to the invoice creation screen so you can update any details.

Summary

Creating an invoice in WorkNinja is designed to be quick and simple.

You can select a client, choose the correct address, add invoice details, include line items, apply discounts, add notes, and send the invoice directly to the customer.

With Stripe integration, invoices can also be paid online, helping you move from completed work to payment more smoothly.