Overview
The Invoices module in DeskDay helps you create, manage, and track customer invoices. You can generate invoices manually, add charges from contracts and billable work, send invoices to customers, record payments, and track outstanding balances.
Invoices can also be generated through Ready to Bill or recurring billing.
1. Access Invoices
Navigate to Billing → Invoices.
The page contains two tabs:
Invoices: View and manage created invoices.
Drafts: Manage invoices saved for review before finalization.
Invoice Overview
The Invoices page displays the following billing summaries:
Summary | Description |
Open Invoices | Number of invoices currently open. |
Unpaid | Total outstanding amount. |
Overdue | Total amount past its due date. |
Received | Total payments received. |
Total Billed | Total amount invoiced. |
Invoice List
Each invoice displays information such as invoice number, customer, invoice date, total amount, received amount, pending amount, due date, paid date, and status.
You can search for invoices and filter them by:
Invoice date
Invoice status
Customer
2. Create an Invoice
Navigate to Billing → Invoices.
Click + Invoice.
Select the customer.
Choose the invoice template and view.
Configure the invoice details.
Add the required billing items.
Review the total and save the invoice.
Invoice Details
Field | Description |
Customer | Customer receiving the invoice. |
Invoice Number | Unique number identifying the invoice. |
Invoice Date | Date the invoice is issued. |
Payment Terms | Payment period, such as NET 10. |
Due Date | Date the payment is due. |
Template | Layout used for the invoice. |
Bill To | Customer billing information. |
Company information and branding are populated from the configured company settings.
3. Add Invoice Items
DeskDay allows you to add different types of charges to an invoice.
Ad-hoc Items
Use this section to add one-time charges that are not associated with existing billable work.
Go to the Items (Ad-hoc) section.
Click + to add a new item.
Enter the item name, description, quantity, and unit price.
The amount is calculated based on the quantity and unit price.
Contracts
Add charges from the customer's existing contracts.
Contract charges follow the pricing and invoice display settings configured in the associated contract.
Services (Time entries)
Add billable time entries from tickets, projects, and activities.
Time-based charges include details such as:
Service or work item
Work type
Billing role
Billable hours
Rate
Amount
Products and Expenses
Add billable products, subscriptions, hardware, or expenses.
Enter or review the quantity, unit price, and calculated amount for each item.
4. Discounts, Fees, and Taxes
You can apply additional adjustments before saving the invoice.
Available options include:
Discounts: Apply a discount to the invoice.
Service Fee: Add a percentage-based service charge.
Taxes: Apply configured tax rates.
Notes: Add additional information for the customer.
The invoice displays the subtotal, applicable adjustments, taxes, and final amount.
5. Save and Preview an Invoice
After reviewing the invoice, choose one of the available actions:
Save as Draft: Save the invoice for later review or modification.
Save: Finalize and create the invoice.
The invoice preview displays customer and company details, invoice items, payment terms, due date, and total amount.
From the preview, you can:
Download the invoice.
Send the invoice to the customer.
Add a Stripe payment link.
Sync the invoice with a connected accounting platform.
Stripe Payment Link
Enable Add Stripe payment link to include a payment option in the invoice email and PDF.
This option requires the applicable Stripe payment integration.
6. Manage Invoice Drafts
Navigate to Billing → Invoices → Drafts.
Drafts include manually saved invoices and invoices generated through recurring billing.
You can view each draft's customer, invoice type, generated date, invoice date, due date, and total amount.
Available Actions
Action | Description |
Edit | Modify invoice details and charges. |
Send | Finalize and send the invoice. |
Sync | Sync the invoice with accounting. |
Delete | Remove the draft. |
You can also search, filter, and select multiple drafts.
7. Send Invoices to Customers
Open the required invoice.
Select Send to Customer.
Review the email recipients.
Edit the subject and message if required.
Attach the invoice and include a signature as needed.
Click Send.
Email Options
The email editor supports:
To and Cc recipients, default selection will be billing contacts from customer details
Subject and message
Invoice attachment
Email signature
HTML content and Dynamic variables
Dynamic variables automatically insert relevant invoice or customer information, such as invoice number, customer name, due date, and amount.
8. Invoice Statuses
Invoice statuses help you track payment progress.
Status | Description |
Open | Invoice is awaiting payment. |
Partially Paid | Some payment has been received. |
Paid | Invoice has been fully paid. |
Overdue | Invoice has an outstanding balance after its due date. |
Void | Invoice has been voided. |
You can filter the invoice list by status to identify outstanding or completed payments.
9. Record Payments
Use Mark Payment to record payments received from customers.
Steps
Navigate to Billing → Invoices.
Find and select the required invoice.
Click Mark Payment.
Enter the payment details.
Save the payment.
The invoice updates its received and pending amounts based on the recorded payment.
Partial payments can be recorded until the invoice is fully paid.
10. Send Payment Reminders
DeskDay allows you to send reminders for invoices with outstanding balances.
Pending Invoice Reminder
Send a reminder for an invoice that has not been fully paid.
Overdue Invoice Reminder
Send a reminder when the invoice due date has passed and payment is still outstanding.
Steps
Select the required invoice from the invoice list.
Click the reminder action.
Review the recipients, email subject, and message.
Make any necessary changes.
Send the reminder.
Reminder messages support dynamic variables for invoice and customer details.
11. Other Invoice Actions
Select an invoice to access additional actions.
Action | Description |
Download | Download a copy of the invoice. |
Mark as Void | Void an invoice while retaining its record. |
Mark Payment | Record a received payment. |
Sync | Synchronize the invoice with QuickBooks or Xero. |
Timeline | View the invoice's activity history. |
Invoice Timeline
The timeline records invoice-related activities, including:
Invoice creation
Invoice updates
Emails sent
Payments received
Each activity displays the relevant details, date, and time.
Important Notes
Invoices can be created manually, from Ready to Bill, or through recurring billing.
Draft invoices can be edited before finalization.
Invoice due dates depend on the selected payment terms.
Recorded payments update the outstanding balance.
Voiding an invoice preserves its history.
Accounting synchronization requires a connected QuickBooks or Xero integration.