One-time Invoices (Basic): Create, Send & Set Up Reminders

Send one-time invoices to clients either one at a time or in bulk -- and speed up the process by creating templates and using automations. For tracked time, TaxDome lets you create invoices right from your time entries!

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Creating & sending one-time invoices

One-time invoices can be created and sent by a firm owner or any team member assigned to the account with access rights to manage invoices.

You can create invoices alone or include them in your proposals or proposal templates.

There are three ways to create and send one-time invoices:

Create and send a one-time invoice

To create and send a one-time invoice, follow these steps:

1. Click the NEW button on the top left, then select Invoice from the slide-out.

2. Either enter the amount of the invoice or select a template.

3. Then click Create to create and send the invoice (unless the Schedule invoice toggle is enabled — in which case you will have to schedule the invoice).

In addition to the amount, there are other details you may want to include. Check out the numbered items to see what else you can add:

1. Link to jobs: Link your invoice to an existing job to make it available in your workflow. Click Link to jobs, then select the jobs. Once linked, the Jobs section is displayed, and you can see the jobs and the pipelines they belong to.

2. Invoice type: Select whether you want to create a one-time or recurring invoice.

3. Account name, ID or Email: Select an account to which the invoice will be sent.

4. Invoice template: Click and select one of the invoice templates you’ve created from the pull-down menu. Invoice templates are especially useful for invoices you frequently send to clients.

5. Invoice number: You can choose an invoice number or leave the field empty, and TaxDome will generate one for you.

6. Choose payment method: This is how you want your invoices to be paid (either by credit card, bank debits, or both). We support a number of payment methods.

7. Date: Enter the date for the invoice. You can issue an invoice for the current date (which is set as the default), as well as any future date.

8. Team member: Select the team member who will receive the payment (by default, the person creating the invoice receives it).

9. Description: Add a description outlining what's included in the invoice (optional).

10, 13. Add shortcode: Include dynamic data to individualize your invoices. You can use account shortcodes based on custom fields, as well as date shortcodes. Here's more on shortcodes.

11. Pay invoice using client credits: Toggle this on if you want the invoice to be automatically marked as paid. This option is available only when clients have sufficient credits to pay the invoice.

12. Email invoice to client: Toggle this on if you want the client to be receive the invoice by email and pay it without logging in. The email will contain a payment link. You can also add a custom message to the email. If Email invoice to client is not turned on, clients will only receive the invoice in their portal.

14. Reminders: Toggle this on to send an email notification to the client if they haven't paid the invoice within a specified number of days (more details below).

15. Schedule invoice: Schedule when the invoice will be sent out. Read more about scheduling invoices.

16. QuickBooks settings: Select Location for the invoice to be sent to QuickBooks. Clients will not see this field.

17. Line items: Itemize the services performed and any discounts applied.

Line item: Click Line item, then either select an existing service or create a new one. Fill in the Rate field, set the number of services and tax (here's more on tax rates in invoices), and type in the Description (optional). Select Class to be sent to QuickBooks (clients will not see this field).
Discount: To add a line item, click Discount, then fill in the Rate field.

You can also edit the same line item fields from the Edit item page by clicking the three dots to the right of the line item, selecting Edit, then clicking Save as your edits are completed.

18. Summary:

Subtotal: This is the sum of the amounts for the services provided, before tax.
Tax rate: Once sales tax is added, it’s reflected in the total (here's more on sales tax).

19. Create: Click to send the invoice.

Send a one-time invoice to multiple clients

To send the same invoice to many clients, go to Account > Clients from the left menu bar, select the checkboxes next to the clients to whom you want to send the organizer, then click Create Invoice.

You can send invoices to clients whose accounts are either active or offline. For instance, you may want to send an invoice to offline clients if they make offline payments, but you want to store this information in your portal.

Here, you have the same options as above.

Setting up invoice reminders

While creating a one-time invoice or adding a Create invoice automation, toggle on Reminders. When you do, the client is sent a reminder about the invoice if it has not been paid within a certain time frame; the default number of days is three, but you can change that:

Days until next reminder: This is the number of days before the client is sent a reminder. By default, a reminder is sent three days after an invoice is issued, but you can change that to whatever you prefer.
Number if reminders: This is the number of reminders sent the client. By default, the client gets only one reminder email, but you can also change this to what you prefer.

Reminders stop when...

...the client hasn’t paid the invoice, but the set number of reminders have been sent.
...the client paid the invoice.

How invoice numbers are generated

If you don’t enter an invoice number but leave the field empty when you create an invoice, a number is generated for you.

Once TaxDome and QuickBooks are synced, invoice numbers on QuickBooks match.
Once synced, edited invoice numbers automatically update on QuickBooks.
Each invoice inside your firm has a unique number.
When invoice numbers are automatically generated, they are sequential.
Per necessity, no two invoice numbers are the same.

Selecting your first invoice number

You can choose the first invoice number on TaxDome if you are a firm owner or admin. This is useful if your firm, say, already has 1,500 invoices, and you don't want to start at No. 1, because it will throw off QuickBooks sync.

To do this, go to Settings > Invoice from the left menu bar. Fill in the number in the Invoice number sequencing section, then click Save. Now, TaxDome will start numbering invoices from that specified number.

Tip! To avoid duplicate number errors, turn the Sync invoice numbers with QuickBooks Online toggle on.

What clients see when you create one-time invoices

Your client can view and pay one-time invoices in different ways:

By clicking the notification on their dashboard
By clicking the link on the Invoices page from their portal
By clicking the link in their email notification (no need to log into the client portal)

If you want to see what TaxDome looks like from a client's point of view, access a read-only view of their portal.