Invoice Maker Most Common Questions

Frequently Asked Questions

Guest User – Invoicing FAQ’s (Unregistered Users)

Scroll below to find answers to most common invoicing questions for unregistered users of Invoice Quick.

  • Add a custom title to your invoice template

    Invoice Template TitleWe’ve had so many question regarding “How do I make a receipt instead of an invoice” or “Will you build a receipt maker in the future”.

    Well, we’ve integrated it into the invoice template by allowing you to directly edit the title of the invoice. You can call it Invoice, Receipt, or really – anything you’d like. Simply click on the input box and type away!

  • Entering your invoice date

    Entering an invoice dateThe invoice date will populate to today’s date as default.

    This date is usually the same day as when you send your invoice. If you plan on sending your invoice at a future date, we suggest changing the invoice date to that day.

  • Entering your invoice payment due date

    Entering your invoice due dateThe invoice due date is when payment is expected to be received from your customer on that particular invoice.

    It is quite normal for clients to take longer to pay their invoices so if you are invoicing for services rendered and payment is due at completion, you should consider selecting a due date that is the same date as the invoice date.

  • Entering a invoice number

    Adding your invoice numberTo make invoice tracking easier for you and your clients, it’s always important to add a invoice number.

    You can enter a series or numbers or characters in this field. Simply enter your invoice number next to the due date. (For Pro users, invoice numbers will automatically generate based off your company settings)

  • Invoice Job or Project Descriptions

    Invoice Job DescriptionBriefly describing what the entire invoice is for, such as a project or job name is always a good practice so you can reference to it in the future.

    This could be the name of the general project you are billing for or something more specific like a product order name. If your company is issued a P.O. number by your client, this is the best place to enter it.

  • Uploading Your Logo to the Invoice Template

    Uploading a logo to your invoiceDisplaying a logo on your invoice is always a great practice.

    We suggest uploading a .PNG logo with a size of 270 pixels in width and 70 pixels in height. The two file types you can upload for your logo are .PNG and .JPEG

  • Bill From Invoice Fields

    Adding your company informationThis is where you add your company details. Many small businesses don’t get their invoices paid on time because they make the mistake of only entering their company name in the Bill-From Field. When your customer receives an invoice from you, they should have access to your company name and phone number at the least. Make sure that it is easy for them to contact you. (Pro users only have to do this once in their company settings)
    Adding your company name, address, phone and website to you invoice makes your company look more professional.

  • Bill To Invoice Fields

    Adding your clients billing informationThis is where you enter your clients information. Make sure you fill out as much of your customer information in this section as possible. (Pro users can easily add, save and edit customer to save time and track clients)

  • Adding Line Items to Your Invoice

    Adding line items to your invoicesA line item is usually a product or flat-priced service you are invoicing for.

    PRODUCT NAME: Enter the product name.
    DESCRIPTION: Enter the description for the line item that describes the products or work performed.
    COST: Enter the cost for the product or service
    QUANTITY: Enter the quantity. Must be 1 minimum.

    The total will automatically be calculated and displayed in the far right section on that same line.

  • Adding Time Entries to your Invoice

    Adding time entires to your invoiceTime entries are used if you are invoicing a client for time.

    TASK NAME: Enter the service or task performed title here.
    DESCRIPTION: Enter the description for the time entry item that describes the tasks or work performed.
    COST: Enter the cost for the work performed by hour.
    QUANTITY: Enter the quantity. Must be 1 minimum.

    Simply add the task name, description, hours and your hourly rate and it will automatically calculate a total for you.

  • How to Invoice in Different Currencies

    Selecting a currency on your invoiceWherever you live, work or have clients – you can now invoice in your own or perhaps your clients currency.

    Make sure you select the correct currency, especially if you are emailing your invoice and requesting payment via PayPal because that is the currency that will populate into the PayPal transaction once your clients click on the “Pay with PayPal link”

  • Global Date Format Selection

    Global invoicing date formatsThere are now 3 different date formats you can select from.

    MM/DD/YYYY, DD,MM,YYYY AND YYYY/MM/DD. Here is a great link on selecting the right invoice date format by country.

    NOTE: Changing date formats will NOT change in the calendar selector but WILL display once your free invoice is generated.

  • Customizing your Invoice Stamp

    Adding a stamp your invoiceThe customizable stamp input is one of our favorite features on the new invoice template.

    Simply enter a phrase you would like your invoice template to be stamped with and it will display on your generated invoice. You can enter words up to 10 characters in length. Once your invoice is generated, it will be stamped and very visible on your final PDF invoice.

  • Entering Payment Terms to your Invoice

    Entering Invoice Payment TermsEnabling payment terms in the right sidebar of the invoice generator will open up a box dialogue you can fill in your payment terms.

    Even if you have a invoice due date selected, it’s always a good idea to emphasise it in the payment terms. Some businesses will also specify deposit amounts and dates in this section.

    You can also add how you would like your payment processed. Via check, credit card or other. This will be display on your final PDF invoice.

  • Adding Personal Client Notes to your Invoice

    Adding client notes to invoiceClient notes section in the invoice template can be used in many different ways. From simple “Thank you for your business” to disclaimers and additional requests.

    If you don’t have anything to add to this section, drop a simple “We truly appreciate your business and look forward to working with you in the future!”

  • How to Generate a Invoice Payment Stub

    Invoice Payment StubsThe payment stub on your invoice template really comes in handy if your customers are mailing payments. It will add a second page to your invoice, once generated and list your company information and a summary of your invoice.

    If you select the Payment Stub feature, MAKE SURE that your company address is correct so that your clients don’t send payments to the wrong address.

  • Do you Offer Additional Invoice Templates

    The unregistered versions of Invoice Quick comes with or classic invoice template.

    Pro users will have a selection of awesome and beautiful invoice templates to choose from. 

  • How to Change the Color of your Invoice

    Changing the accent color of your invoice template is really easy!

    Simply select any of the accent colors from the right hand sidebar of the invoice generator. Each template is designed to look sharp with any of the above colors. (In the next Pro version, you’ll be able to select a custom color for all of your invoice templates.

  • How to Apply PERCENTAGE discounts to your Invoices

    Applying percentage discounts to invoicesTo apply a percentage discount to your invoice, go to the right sidebar under invoice settings and scroll down to “Discounts”.

    Check the “%” icon in the discount field and enter the percentage you’d like to discount the entire invoice.

    Percentage discounts will be displayed underneath the “Subtotal” section of the invoice and will only apply to the subtotal amount.

  • How to Apply FLAT Discounts to your Invoice

    Applying flat discounts to invoicesTo apply a flat discount to your invoice, go to the right sidebar under invoice settings and scroll down to “Discounts”.

    Check the “FLAT” icon in the discount field and enter the amount you’d like to discount the entire invoice.

    Flat discounts will be displayed underneath the “Subtotal” section of the invoice and will only apply to the subtotal amount.

  • How to Apply PERCENTAGE Taxes to your Invoice

    To apply a percentage tax to your invoice, go to the right sidebar under invoice settings and scroll down to “Tax”.

    Check the “%” icon in the Tex field and enter the percentage you’d like to tax the entire invoice by.

    Taxes applied will be displayed underneath the “Discounts” section of the invoice and will be calculated by the following formula: Subtotal – Discounts = X (Taxes +/* X = Amount taxes)

General Invoice Quick Questions

  • Is this really a Free Invoice Generator?

    This is a 100%, absolutely free invoice generator. It has been since 2012 and we plan to keep it that way to a long time to come.

  • What type of file does the Invoice Quick generate?

    Once you generate an invoice, regardless if you download or email it, you will receive a PDF of your invoice.

Registered User Questions

COMPANY SETTINGS

  • Uploading Your Company Logo

    Uploading your logo in this section will apply it to all current and future invoices. We suggest uploading a .PNG logo with a size of 270 pixels in width and 70 pixels in height.

    If you replace your logo after your have created invoices and go back to download or email them, they will appear with the new logo.

    Click “Save” at the bottom to save changes.

  • Adding Your Company Name

    Your company name field will display your company name throughout all invoice templates and emails. Changing your company name at any time will update all of your invoices.

    Click “Save” at the bottom to save changes.

  • Adding Your Company Address

    Your company address will display prominently in your invoices. If you don’t have a company address, leave it blank.

    Note: If you leave your company address blank, we don’t suggest using the payment stub feature on your invoice since that is intended for mail by check payments.

    Click “Save” at the bottom to save changes.

  • Selecting Your Country

    If you are adding your address, make sure to select your country as well. You may also leave it blank.

    Click “Save” at the bottom to save changes.

  • Adding Your Business Phone Number

    It’s a good practice to add your phone number to your invoices so that your customers have an easy way to contact you. If you direct line is different than your phone number, we suggest adding it to the notes section of your invoices template.

    Click “Save” at the bottom to save changes.

  • Adding Your Fax Numer

    If you are still receiving faxes, we suggest adding your fax number in this section. It will be displayed under your phone number on your invoice.

    Click “Save” at the bottom to save changes.

  • Entering Your Email Address

    The email you enter in this field is the email will be the reply emails that your customers will reply to once they receive their invoices via email. Make sure that this email is correct so that your customers questions don’t go unanswered.

    Note: This email address is different than the PayPal account email. For your PayPal account email, scroll down to PayPal “Adding Your PayPal Email”

    Click “Save” at the bottom to save changes.

  • Entering Your Company Website

    The company website field will display your URL on your invoices which your customers will see. Check your spelling 🙂

    You can change your company website at any time and all of your invoices will be updated instantly.

    Click “Save” at the bottom to save changes.

  • Selecting Your Billing Currency

    Selecting a currency will display the currency symbols throughout your invoice template as well as your back-end invoicing software.

    If you are sending invoices via PayPal, this is the currency that will also be displayed there in which your customers will process payment.

    Changing your currency settings at any time will automatically update all of your invoices.

    Click “Save” at the bottom to save changes.

  • Selecting Your Invoice Date Format

    The global date format feature allows you to select the way the date displays on your actual invoices.

    Please keep in mind that the dates in your admin system will display as MM/DD/YYYY at all times but your actual invoice templates will generate from the date format selected here.

    There are now 3 different date formats you can select from. MM/DD/YYYY, DD,MM,YYYY AND YYYY/MM/DD. Here is a great link on selecting the right invoice date format by country.

    Click “Save” at the bottom to save changes.

  • Selecting and Changing Email Templates

    The Invoice Maker PRO version currently has 5 awesome templates to choose from. In your Settings under “Template”, select the invoice template you like best and save your changes.

    You can go to your previous invoices and download or send them out with the new template. Here are the 5 templates you can currently choose from:

    Multiple Invoice Templates

    Click “Save” at the bottom to save changes.

  • Selecting a Invoice Template Color

    Select any of the carefully selected colors for your email template. All invoice templates are designed to have the same fields and information, the only difference is the style and layout.

    Gone are the days of having to design your own invoice template or being stuck with that one ugly invoice template. We’ve had great feedback regarding these templates and are looking forward to adding more.

    Note: Selecting a template color will not change the thumbnail images in your settings.

    Click “Save” at the bottom to save changes.

  • Entering a Custom Invoice Title

    We’ve had so many question regarding “How do I make a receipt instead of an invoice” or “Will you build a receipt maker in the future”.

    Well, we’ve integrated it into the invoice template by allowing you edit the title of the invoice.

    In your settings, enter what your would like your invoices to be called. By default of course, it is INVOICE but that’s totally up to you. You can call it Invoice, Receipt, or really – anything you’d like.

    TIP: You can further customize any specific invoice by opening it and changing the title there. This will override your invoice title settings. If you change your title in the settings in the future, this will not affect any invoices you have created to date.

    Click “Save” at the bottom to save changes.

  • Setting Up a Invoice Start Number

    To start your billing efforts on the right foot, we suggest adding an invoice number in your settings. The default is “1” but you can enter any number you’d like and each consecutive invoice will continue the count.

    Click “Save” at the bottom to save changes.

  • How do I enable PayPal processing for my invoices?

    In your Settings > Payments > Receive Payment Via, make sure this section is turned to “ON” and that PayPal is elected and enter your PayPal email.

    Make sure you enter the correct PayPal email. Once you email your invoice to your customers with this enables, they will receive a link that will populate the invoice amount and direct them to process the payment DIRECTLY through PayPal.

    This transaction is directly between you and your customers PayPal accounts. Invoice Quick has no involvement of any kind in this transaction.

    Click “Save” at the bottom to save changes.

  • Where do I add my PayPal email?

    In your Settings > Payments > PayPal Email, enter your PayPal email where you would like the money sent to.

    This transaction is directly between you and your customers PayPal accounts. Invoice Quick has no involvement of any kind in this transaction.

    Click “Save” at the bottom to save changes.

  • Where do I enter my name?

    To enter the account holder name, go to Settings > Account Info > Name.

    Click “Save” at the bottom to save changes.

  • How do I change my log-in email?

    To change your login email to Invoice Quick, go to Settings > Account Info > Admin Email.

  • How do I change my password?

    To change your password, go to Settings > Account Info. At the bottom of the section, enter your current password, your new password and confirm your new password and click save.

    Click “Save” at the bottom to save changes.

  • Deleting your account

    We’re sad to see you go, but if you must – go to Settings and scroll all the way down to the bottom left and click on “Delete Account”.

    Verify the deletion and you’re all done 🙁

    Keep in mind we are not responsible for keeping any information on file once you request a account delete. Your password protection is your responsibility. We will not attempt to recover data from deleted accounts at any time.

CUSTOMERS SECTION

  • How do I add a new customer?

    To add a customer, go to Customers > Add New Customer.

    The customer information is pertaining to the business information for the customer.

    The contact information is pertaining to your contact at the business. The email in the contact section is where your invoices will be sent.

  • How do I edit a customer?

    To edit a customer’s details, go to the Customers Tab and click on the customer. In the next window, in the lower right, click on EDIT. This will enable you to edit the customer.

  • What are the recently invoices customer boxes on top?

    The top three colored boxes represent you most recently invoices customers. Simply click on a customer to view their most recent invoices and balances due.

  • How do I view invoice history by customer?

    Go to the Customers tab and select a customer. In the next window you’ll see all of that specific customers invoices. You can directly click on any invoice line to view that invoice.

  • How do I delete a customer?

    To delete a customer, go to the Customers Tab and click on the customer. In the next window, in the lower left, click on DELETE. This will enable you to delete the customer.

    Warning: Deleting a customer will also delete all of their invoices. You can not UNDO this.

INVOICING SECTION

  • How do I add a new customer?

    To add a customer, go to Customers > Add New Customer.

    The customer information is pertaining to the business information for the customer.

    The contact information is pertaining to your contact at the business. The email in the contact section is where your invoices will be sent.

  • How do I edit a customer?

    To edit a customer’s details, go to the Customers Tab and click on the customer. In the next window, in the lower right, click on EDIT. This will enable you to edit the customer.

  • What are the recently invoices customer boxes on top?

    The top three colored boxes represent you most recently invoices customers. Simply click on a customer to view their most recent invoices and balances due.

  • How do I view invoice history by customer?

    Go to the Customers tab and select a customer. In the next window you’ll see all of that specific customers invoices. You can directly click on any invoice line to view that invoice.

  • How do I delete a customer?

    To delete a customer, go to the Customers Tab and click on the customer. In the next window, in the lower left, click on DELETE. This will enable you to delete the customer.

    Warning: Deleting a customer will also delete all of their invoices. You can not UNDO this.