The Jetpack CRM Invoice Builder has many features but still works out-of-the-box. You can even add online payments via Invoicing Pro.
This guide covers the primary use of Invoicing in Jetpack CRM.
Invoice Settings
The Invoice Builder in Jetpack CRM has several settings worth knowing about before you start.
- Jetpack CRM > CRM Settings > Invoicing: These settings are Invoice specific and do not apply to Quotes.
- Jetpack CRM > CRM Settings > General > Tax: You can create your tax rates here.
Reference Type
The reference type refers to how an invoice is numbered. By default, the auto-generated reference type is turned on, so your invoices will have an automatically incremented reference ID when you create new invoices.
Auto-generated reference
The prefix will be added before the “next number”. The “next number” is the number that will be assigned to the next invoice you generate. The suffix will be added after the “next number”. For example, a reference number with both a prefix and suffix would look something like this: PREFIX-10001-SUFFIX
The invoice ID is a unique identifier, which means the ID will not be overwritten even if you delete an invoice. You may see non-sequential IDs due to this or from changing your reference type.
Note: Changing the reference type will not regenerate existing invoices. Those invoices will retain their original reference types.
If you prefer to use a custom auto-generated field instead, please see our documentation on creating an Autonumber custom field type.
Manual Input
This will allow you to select a prefix, which is auto-populated into your invoice as you create/edit it. You can then manually add your reference while creating/editing the invoice.
This allows you to go back in and edit your reference identifier, which the auto-generated reference type doesn’t allow.
Business Info Settings
These settings allow you to set globally-used business information, such as your business name and logo, which will be shown on invoices. You can find these settings by going to Jetpack CRM > CRM Settings > Business Info.
The settings/fields which will appear on invoices are:
- Your Business Name
- Your Business logo
- Owner Name
- Business Contact Email
- Business Website URL
Read more about configuring Business Settings here.
Creating your first invoice
To create your first invoice, go to Jetpack CRM > Invoices > Add new invoice or Invoices > Add New from the top menu on any Jetpack CRM admin page.
You can change any Invoicing information you want by editing it inline. Since v3.0 you can also add tags.
Adding new lines to the invoice
You can add new rows to the invoice by clicking ” + Add row”. The invoice will show each line item and automatically total all the sums from each row.
Setting the invoice status
The invoice comes with a number of statuses: draft (while you work on it), unpaid, paid, and overdue. The status controls how the invoice is shown in the client portal.
Adding Attachments
You can add attachments to Invoices in the “Add File” section of the invoice editor.
You may specify accepted file types in Jetpack CRM > CRM Settings > General > File Attachment Settings.
Extras
When configuring your Invoice settings, you can add extra invoice details for VAT info, payment details, and statement details.
Custom fields
Since v3.0 can customize CRM invoices by adding custom invoice fields and configuring Invoicing settings. Click here for the guide on custom fields.
You can access the custom field editor via Jetpack CRM > CRM Settings > Custom Fields. From there, you can add or edit custom fields for invoices.
Then, you can configure which invoice fields to display in Jetpack CRM > CRM Settings > Invoicing. You can add Extra Invoice Info (e.g., VAT number), Payment Info, Invoice custom fields to display, and Statement info.
For the addresses, Jetpack CRM will automatically populate mailing addresses based on the assigned CRM Contact’s address information.
Tax rates
Since v3.0 you can now also use custom tax rates with your invoices.
Quotes conversion to Invoices
Quotes cannot be converted into Invoices at the moment. However, we plan to include this feature in our future plugin releases (no official estimated time for the deployment yet).
After a contact accepts a quote, an invoice needs to be created separately.
Placeholders for Invoices
We have options to create and customise placeholders for invoicing if needed.
You can read how to get placeholders for invoices on this page; for more information and details about templating, here is more info for templating and invoicing.
A note about invoice templates
If you’d like a more robust customization capability, you may be interested in templating, though this is a developer-level custom development, which would fall outside the scope of our support.
We recommend configuring your invoice by entering as much information and fields as possible by following the instructions given on this page before exploring the templates option.