Send an invoice and record payments
Bill a client with line items and a due date, let them pay by card online, and follow up or mark it paid.
Invoices suit clients who pay after an agreement rather than at a checkout: a corporate client, a custom package, a monthly retainer. Your client gets a link to pay online, and Flourivate can remind them before and after the due date.
Before you start
- Time: 10 minutes for your first invoice.
- The client is a contact in Flourivate. Invoices need someone to send to.
- Stripe connected so the client can pay by card. See Connect Stripe, live and test mode.
- Optional: the products you're billing for. See Add a product to sell.
Step 1: Build the invoice
- Go to Payments > Invoices and click New Invoice.
- In Create New Invoice, leave Template on Start from scratch (or pick a saved template). The Invoice # prefix defaults to
INV. - Choose the Client. Required.
- Under Line Items, for each line:
- Product / Description: pick a product, or leave it on Custom item and type a Description.
- Set Qty, Price and, if you charge tax, Tax %.
- Click Add Item for another line.
- Click + Add Discount if you're giving one.
- Set the Due Date. Required. It defaults to about a month ahead.
- Billing cadence: leave it on One-time, or choose a repeating cadence for a retainer.
- Want part up front? Click + Require deposit (split into deposit + balance).
Step 2: Choose how they can pay
- Under accepted payment methods, tick what you'll take: Credit / debit card (ticked by default and always recommended), ACH bank transfer, Link, Cash App Pay, Affirm or Klarna. These apply to the Stripe payment page your client opens from the invoice.
- Read Automatic payment reminders. Click Edit schedule to change when reminders go out.
The reminder schedule is shared
The reminder schedule applies to every unpaid invoice in your workspace, not only this one. Change it once, thoughtfully.
Step 3: Add notes and create it
- Check Subtotal and Total Amount.
- Notes appear on the invoice, for example "Thank you for trusting me with this season."
- Click + Add Terms & Conditions if you have payment terms.
- Internal notes (not shown to customer) are for you and your team.
- Click Create Invoice.
Step 4: Send it and follow up
After Create Invoice, check the invoice's status in the list. If it shows as a draft, click Send at the top of Invoices (next to the Draft count) to email it to your client.
Find the invoice under All Invoices and open the ⋯ menu in its Actions column:
| Action | When to use it |
|---|---|
| View Details | See the invoice and its status. |
| Copy Payment Link | Paste the pay link into an email or text yourself. |
| Resend Invoice | The client lost the email. |
| Record Payment / Mark as Paid | The client paid you another way, such as a check or bank transfer. |
| Void Invoice | Cancel an invoice sent in error. It's shown in red. Check you have the right one. |
The toolbar above the list also has Remind, Export and More. If anything is past due, an Overdue Invoices banner at the top shows the total outstanding.
Offer a payment plan
There's no installment plan that stops by itself after a set number of payments. Two options work today:
- Deposit and balance: click + Require deposit (split into deposit + balance) so the client pays part now and the rest by the due date.
- Pay over time through the card company: tick Affirm or Klarna under accepted payment methods. The client chooses it at checkout, and you're paid in full. These also need to be turned on in your Stripe account.
A monthly Billing cadence keeps charging until you stop it, so if you use it for a three-month plan, set a reminder to end it after the last payment.
Check it worked
- The invoice shows in All Invoices with the client, amount, status and due date.
- Open the payment link in a private window. You should see the amount and the payment methods you ticked.
If something's off
- Create Invoice won't go: fill in Client and Due Date.
- Your client can't pay by card: look for the red Workspace Stripe Not Configured banner and connect Stripe.
- A payment option you expected is missing: tick it under accepted payment methods. Some options also need to be turned on in your Stripe account.
- The client paid but the invoice still says unpaid: click Sync All at the top of Payments and refresh. If they paid outside Stripe, use Record Payment or Mark as Paid.
- You need a quote approved first: send an estimate and convert it. See Send an estimate and turn it into an invoice.