Raise an invoice and record its payment
Admins and finance managers raise invoices from Invoices → New Invoice, or bill a project from the Billing card on the client’s page. Approve the invoice and send it: the client receives the PDF by email and finds it in their portal. Record each payment on the invoice, or let Stripe, PayPal or Cashfree record it.
How to raise an invoice
Sales associates do not raise invoices. They ask for one from Request Invoice, and the request waits under Invoice Requests.
- Under Finance Overview, open Invoices and click New Invoice.
- Choose the Client, the Type (tax invoice, proforma or credit note), the Project it bills if any, and the Currency: one of INR, USD, AED, GBP, EUR, SAR, QAR, BHD, KWD and OMR.
- Add a line for each service under Line Items, with its SAC/HSN code. Tax is worked out as you type, with the reason it applies.
- If the client pays in parts, split the total into stages under Payment Schedule.
- Click Save Draft, then Approve, then Send to Client, or Approve & Send to do both at once. The client receives the invoice PDF by email and sees it in their portal.
- Delivered it another way, such as by hand? Click Mark as sent instead.
How to bill a project from the client’s page
- Open the client from Clients. The Billing card shows each project’s contract value, what is Invoiced and what is Left to bill.
- Click Generate invoice on a project and choose Everything left to bill, a percentage, or a fixed amount, as a tax invoice or a proforma.
- The invoice is created as a draft for you to check, approve and send.
How tax is worked out
Tax follows where your company and the client are. In India, a client in your own state is charged CGST and SGST, and a client in another state IGST; a valid GSTIN sets the client’s state. A client in another country is invoiced as a zero-rated export, with no tax. Elsewhere, the rates in your Tax Profiles apply.
A finance manager keeps Tax Profiles, Invoice Templates (your company and bank details, numbering and default terms) and Payment Stages up to date.
How to record a payment
Once a finance manager has connected Stripe, PayPal or Cashfree under Payment Gateways, payments that carry the invoice number are recorded for you.
- Open the invoice and click Record payment, or open Payments and click Record Payment.
- Enter the amount, the Date received, the Method and the Reference, and save.
- The balance updates, and a part-paid invoice shows as partial.
Frequently asked questions
Can clients pay from the portal?
No. The portal lists each invoice with its payments, and the client can open its PDF. Clients pay by your usual methods, and the payment is recorded here.
Who is reminded about overdue invoices?
Your team: the person who created the invoice, with admins added from 7 days overdue. To remind the client, click Send reminder on the invoice.
See Clauseloop for yourself
Run leads, projects, audits, invoicing, and renewals in one customizable platform built for ISO certification teams.