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Invoicing a saved client from your price list

The formal way to make one: pick a customer you've already saved, build the lines from what you charge for, and get a proper business document with their address and email on it. On every plan. See Creating invoices and quotes for the chat-it-in flow every plan gets. Each step shows the website on the left and the Android app on the right.

  1. 1. Save the client

    On Clients, add their name, cellphone number or email, and their billing address, whatever should print on the invoice. This only needs doing once; every invoice or quote for them afterwards reuses it.

    The Clients settings page, with the Add a client form at the top and the saved clients underneath, each with their contact and billing address and what they still owe.
    Website
    The same Clients screen on the Android app, one card per client with their contact and billing address.
    Android app

  2. 2. Add what you charge for

    On Price list, add a description, a price, and what it's charged per: each, per hour, per day, and so on. The keywords are what the chat matches against, but the same items also show up as a picker here, so it's worth doing even if you never use the chat.

    The Price list settings page, showing saved items such as Callout fee at R450 each and Labour (standard rate) at R380 per hour, each with their matching keywords.
    Website
    The same Price list screen on the Android app, one card per item with its price and the keywords that find it, and Edit and Remove on each.
    Android app

  3. 3. Start the invoice or quote

    + New invoice or + New quote on your dashboard opens the same popup as the chat flow. This time, choose A saved client instead of Chat it in.

    The New invoice popup, asking Invoice who? with buttons for Chat it in, A saved client, and Never mind.
    Website
    The same popup on the Android app, asking Invoice who? with buttons for Chat it in, A saved client, and Never mind.
    Android app

  4. 4. Pick the client and set the due date

    Choose who it's for from the dropdown; only saved clients appear here. For an invoice, set when payment is due: in a number of days, on a fixed date, or none at all. A quote instead asks how many days it stands for.

    The New invoice form, with a client dropdown, payment-due options, and one empty line with a 'From your price list...' picker.
    Website
    The same New invoice form on the Android app, with a client dropdown, an option to type a customer's details instead, and payment-due options.
    Android app

  5. 5. Build the lines from your price list

    Pick an item and its description and price fill themselves in. Change the quantity to whatever the job needs. + Add another line for anything else, or type a line by hand for something that isn't on your price list.

    The same form with the client picked, and two lines built from the price list: Callout fee at qty 1, and Labour (standard rate) at qty 3.
    Website
    The same form on the Android app, with two lines built from the price list: Labour (standard rate) at qty 3 and R380.00 each, and Callout fee at qty 1 and R450.00.
    Android app

  6. 6. Check it, then send it

    Create this invoice puts it on your books as awaiting payment; nothing reaches your customer yet. Open it to check the figures, then use Send invoice to email it or send it on WhatsApp, the same as any other invoice (see Creating invoices and quotes), or download the PDF and send it your own way. It counts either way, which is why it doesn't wait: an invoice you sent by your own email is still money you're owed. Cancel or delete it if it was a mistake.

    A quote is the same, and starts off waiting on the customer. Nothing is owed until they accept it, so it stays off your invoice totals either way.

    The created invoice for Greenstone Body Corporate with their address printed, a note that the draft was created, the Callout fee and Labour lines, VAT, and a total of R1,590.00.
    Website
    The same created invoice on the Android app, for Greenstone Body Corporate with their address printed, the Callout fee and Labour lines, VAT, and a total of R1,590.00.
    Android app
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