With ARTERNAL invoices, you can create an invoice from a template, add the buyer and works, preview it, email it with an optional passcode, and record payments. This article walks you through each step.
Step 1: Create the invoice
In the left menu, click Invoices. Your invoice list opens. Click Create Invoice at the top right.
The Create an Invoice page opens. Each template shows as a card with its logo and name. Click the template you want to use.
Your new invoice opens on the Edit step. It already has a title, the next invoice number, today's date and an UNSENT badge. Across the top you can see the steps Edit, View, Send and Payments. To move between steps, click the step you want at the top.
Step 2: Add the details
Work down the Edit step. Changes save automatically, so there is no Save button on this step.
Under Bill To, click Search for Contact. Type a name or email, then click the contact in the list. Their name, phone and email fill in.
Under Items, click Select From Inventory. Type an artist, title or inventory number, then click the work. The work is added with its image, details and price. To add something that is not in your inventory, click Add Custom Line Item.
The sidebar on the right shows the Subtotal, Discount and Total. It updates as soon as you add a work.
Adding a work to an invoice does not mark it as sold. If you want to mark it sold, click the Mark 1 work above as SOLD button under the items.
Scroll down to fill in the rest of the invoice. You can also add these when you need them.
Ship To, with a checkbox if the shipping address is the same as the billing address.
In-Person Sale, for a sale that happened at an out of state location, an event or a fair. It hides the shipping details on the invoice.
Shipping, Deposit and Tax, using Add Shipping, Add Deposit and Add Tax Line.
Payment Instructions, Terms and Conditions and Signature.
Step 3: Preview the invoice
Click the View step at the top. A preview of the invoice shows on the left.
On the right, you can choose display options for the invoice. For example, you can show currency codes or symbols, change the date format, hide the contact phone number or email, and show payments and the remaining balance. These changes only affect this invoice.
Step 4: Send the invoice
Click the Send step at the top. On the left, you see a preview of the email your client will get. Its button reads View and Download.
On the right, you see the Share Link for the invoice. Click Preview to open your client's view of the invoice in a new tab. Click Copy to copy the link.
To protect the invoice, tick Protect with a passcode. A 6-character passcode appears. Click Copy to copy it, or New Passcode to make a different one. The email preview then says the invoice is secured under a passcode that will be provided separately.
When your client opens the link, they see the View Your Invoice page. It asks them to enter the passcode. They type it into the Enter Passcode box and click Submit.
Tip: Send the passcode through a different channel than the invoice. For example, if you email the invoice, share the passcode by text message, WhatsApp or a phone call.
Next, fill in the email form below the link.
To, Cc and Bcc. Type to search your contacts.
Subject and Message.
Include Signature, which is ticked by default.
Include Attachments, if you want to send files with the invoice.
When you are ready, click Send Email at the bottom.
Step 5: Record payments
Click the Payments step at the top. Three boxes show the Total Amount, Paid and Outstanding.
Click Add Payment. A form opens that shows the outstanding balance.
Click Pay Outstanding to fill in the full outstanding amount. Or type your own amount in Payment Amount.
Add a note in Payment Notes, such as Deposited or Paid.
Check the Date.
Click Save.
Once an invoice has a payment, the button changes to Add Partial Payment. Use it to record more payments later. When nothing is outstanding, the invoice is marked Paid. If part of the total is still outstanding, it shows as Partially Paid.
If a payment bounced or was cancelled, add it with a negative amount.
Other tabs on the invoice
Sent History lists the emails you have sent for the invoice.
Notes are for internal use only and are never shown to clients.
Attachments can be viewed internally or emailed with the invoice. Click Upload File to add one.
Download PDF is at the top right on every step. The three-dot menu next to it also has Void and Archive.
To create consignments and other transactions, see How to create and send transactions.
Frequently asked questions
Q: How do I preview what my client sees?
A: Click the Send step, then click Preview next to the share link. Your client's view of the invoice opens in a new tab. You can also click the View step to see the invoice and change its display options.
Q: How do I protect an invoice with a passcode?
A: Click the Send step and tick Protect with a passcode. A passcode appears. Click Copy, then send it to your client through a different channel than the invoice, such as a text message. Your client enters it on the View Your Invoice page.
Q: How do I record a partial payment?
A: Click the Payments step, then click Add Payment. Type the amount in Payment Amount and click Save. The invoice shows as Partially Paid. To record the next payment, click Add Partial Payment.
Q: Can my clients see the notes on an invoice?
A: No. Notes are for internal use only and are never shown to clients.
Q: Can I change the font or text color on one invoice?
A: No. An invoice takes its font from its template, and there's no text color setting. See How to Set Default Fonts for PDFs, Invoices and Online Viewing Rooms.