Set Up Invoicing

Invoicing inside the platform gives you everything you need to bill clients, collect payments, and track revenue without leaving your CRM. You can create one-time or recurring invoices, add line items from your product catalog, apply taxes and discounts, and automate the entire billing cycle through workflows.

Prerequisites

Before setting up invoicing, make sure you have:

A connected payment gateway (Stripe or another supported processor)
Admin or payments permissions enabled in your user role
Your company logo file saved in the Media Library
Basic business information ready (company name, address, contact details)

Connect Your Payment Gateway

Navigate to Payments > Integrations and connect your payment processor. Without a connected gateway, clients cannot pay online and you must manually record every payment.

Click Connect with Stripe or select another supported provider
Log in to your payment processor account and authorize the connection
Once connected, click Manage to verify the integration is active

If you need detailed connection steps, refer to the Stripe Integration guide.

Configure Business Details

Your business information appears on every invoice you send, so set it up once for consistent branding.

Navigate to Payments > Invoices & Estimates
Click the gear icon next to the New button to access settings
Under General Settings, add your company logo by clicking the logo area and selecting an image from the Media Library
Enter your business name, address, phone number, and email
Set your default payment terms (e.g., Net 30, Due on Receipt)
Configure the invoice numbering format by setting a starting number and prefix
Add default notes and terms that will appear in the footer of every invoice
Click Save

Keep your logo file permanently in the Media Library to prevent broken images on previously sent invoices.

Set Up Your Product Catalog

Products and services you bill for should be defined in your product catalog before creating invoices.

Navigate to Payments > Products
Click + Create Product
Enter a product name, description, and price
Set the pricing type to One time for standard invoices or Recurring for subscription billing
Add any applicable tax codes under the tax settings section
Click Save

Repeat this process for each product or service you offer. Using the catalog keeps pricing consistent across your team and speeds up invoice creation. For more details, see the Products & Pricing guide.

Configure Tax Rates

If your business collects sales tax, configure your tax rates so they apply consistently across all invoices.

Navigate to Payments > Invoices & Estimates and open any invoice editor (or create a new invoice)
Scroll down and click Tax Settings at the bottom
Click Add Tax
Enter the tax name (e.g., “Sales Tax” or “VAT”)
Set the rate as a percentage
Optionally add a description or tax ID number for client reference
Click Save

Once created, tax rates are available for all future invoices. You can apply multiple tax rates to a single invoice if your jurisdiction requires it.

Create Your First Invoice

Now that your payment gateway, business details, products, and taxes are configured, create a test invoice to verify everything works.

Navigate to Payments > Invoices & Estimates
Click New > New Invoice
Search for and select an existing contact, or create a new test contact
Set the invoice number, issue date, and due date
Click Add an Item and select a product from your catalog
Adjust quantities and prices as needed
Apply any taxes or discounts
Include terms and conditions or notes in the footer section
Click Save to store as a draft

Review the draft invoice to confirm all details are correct, including your logo, business information, line items, tax calculations, and payment terms.

Test Your Setup

Before sending invoices to real clients, verify the end-to-end payment flow.

Open your draft invoice
Click Send and select Test Mode under Advanced Options
Choose Email as the delivery method and enter your own email address
Click Send
Check your email inbox for the invoice notification
Click the payment link and complete a test payment using a test card number from your payment processor (e.g., Stripe test cards)
Return to Payments > Invoices & Estimates and verify the invoice status updated to Paid
Check Payments > Transactions to confirm the test payment appears in the transaction log

If the test payment processes successfully and the invoice status updates correctly, your invoicing system is ready for live use.

Next Steps

Now that invoicing is set up, consider these enhancements:

Set up recurring invoices for subscription-based services or retainer agreements
Create workflow automations to send invoices automatically when opportunities reach specific pipeline stages
Configure payment plans to split large invoices into multiple installments
Build follow-up workflows that send reminders for overdue invoices
Explore subscriptions for fully automated recurring billing with auto-pay