Get paid faster with professional invoices that take just minutes to create. Whether you’re billing a new client or wrapping up a project, you’ll have a polished, payment-ready invoice in no time.
Before You Start
Make sure you have:
- Client information added to OneSuite
- Work completed and ready to bill
- Your business information set up in Invoice Settings
Step 1: Start Your Invoice
1. Navigate to Invoices in your left sidebar
2. Click the Create New button in the top-right corner
You’ll see the invoice creation page with two options:
- One-time (selected by default) – For single billing
- Recurring – For ongoing services (Learn about recurring invoices →)
Keep One-time selected if you want to create ontime invoices.
Step 2: Set Invoice Basics
Choose Your Client and Project
In the top section, you’ll see three dropdown fields:
To: Select Client
- Click to choose an existing client. Use search feature for flexibility.
- Or select “Add New Client” if the client is not in the list.
Project: Select Project
- Link this invoice to a specific project (optional). Search and select the project from the dropdown.
- If the project is not found in the dropdown, add it from projects.
- Helps with organization and reporting
- Leave blank if not project-related
Due Date
- Click to open the date picker
- Choose from three options:
- Upon Receipt – Payment due immediately
- After [X] days of issue date – Standard net terms (15, 30, 60 days)
- Custom – Pick any specific date
💡 Common due date terms:
- Net 15: Payment due within 15 days
- Net 30: Payment due within 30 days
- Upon Receipt: Payment due immediately
Step 3: Review Your Business & Invoice Information
Your invoice header shows your company details and invoice information automatically:
Left side (Your Business):
- Company logo (click to change)
- Business name and address
- Phone number (click to edit)
- Email address (click to edit)
Right side (Invoice Details):
- Issue date (today’s date, click to change)
- Invoice number (auto-generated, click to customize)
⚠️ Important: Your logo and contact details come from your global invoice settings. Changes here affect this invoice only.
Step 4: Add Client Information
The client information is automatically pulled from your saved client data. If you need to make changes, just click on any field and update it.
- Att: Client contact name (editable)
- Company Name (if applicable)
- Address and Email (both editable)
Click on any field to edit the information for this specific invoice.
Step 5: Customize Your Message
Below the client information, you’ll see a greeting message:
Dear [client_name],
Please find below a cost-breakdown for the recent work completed.
Please make payment at your earliest convenience, and do not
hesitate to contact me with any questions.
Many thanks,
[Your Business Name]
To customize the message:
- Click anywhere in the text area
- Edit the greeting to match your tone
- The text editor toolbar lets you format text (bold, italic, lists, links).
💡 Tip: This greeting comes from your global invoice settings, but you can personalize it for each client.
Step 6: Add What You’re Billing For
This is where you list the work you’ve done or products you’ve sold. Each row in the items table should describe something you’re charging for.
For Each Line Item:
Item Description
- Describe the work completed or product sold
- Be specific: “Website design consultation” vs. “Consulting”
- Include dates or project phases if helpful
Example:
✅ “Website design – homepage & contact page”
❌ “Design”
Quantity
- Enter how many hours, items, or units you’re billing.
- Supports decimals (e.g., 2.5 hours)
Unit Price
- How much you charge per hour, item, or unit.
- Your currency is set to USD by default, but you can switch it from the dropdown if needed.
- The dropdown shows other available currencies
Total
- Automatically calculated (Quantity × Unit Price)
To Add More Items:
Click + Add Row below the table to add additional line items.
Step 7: Review Totals and Apply Discounts or Tax
Review the Subtotal
This is the sum of all the line items you’ve added above. No action needed here unless you’re editing item rows.
Add Discount
You can apply a discount if needed — either as a flat amount or a percentage.
Examples:
- Flat: $50 off
- Percentage: 10% off
Just choose the type and enter the amount. The total will update automatically.
Add Tax
If taxes apply, select the appropriate tax from the dropdown.
These tax names and rates come from your global tax settings, so make sure they’re set up beforehand.
Example:
- VAT 15%
- Sales Tax 7%
You can apply multiple taxes if needed. To add multiple taxes, click the plus (+) button on the right.
Payment Terms
At the bottom, you’ll see terms like:
Many thanks for your custom! I look forward to doing business
with you again in due course.
Payment terms: to be received within 60 days.
These come from your global terms settings but can be edited for this specific invoice.
Step 8: Configure Invoice Options
Click the Customize button on the right to open advanced options:
Setup Options (Toggle On/Off):
- Apply TAX: Include tax calculations
- Greetings message: Show/hide the client greeting
- Terms: Include payment terms
- Payment methods: Show accepted payment options
Online Payment Methods:
Enable clients to pay online directly from the invoice:
- Stripe – Credit/debit cards
- PayPal – PayPal account or cards
- QuickPay – Various payment options
- Razorpay – Multiple payment methods
💡 Tip: Online payments get you paid faster! Set up your preferred payment methods in Payment Settings.
Step 9: Save Your Invoice
- Click the Save button in the top-right corner
- Your invoice is now saved as a draft
- You’ll see a confirmation message
- A Share option will appear next to the Save button
What Happens Next?
After saving, you can:
📤 Send Your Invoice
- Click Share to email it to your client
- Learn how to send and track invoices →
📄 Download PDF
- Get a PDF copy for your records
- Attach to your own emails if preferred
✏️ Make Changes
- Edit the invoice anytime before sending
- Changes are saved automatically