Create & Manage Invoices

💵 How to Create and Customize a New Invoice

You can quickly create and customize one-off invoices, add products, apply discounts, and set payment schedules.

Step-by-Step Creation

1. From your Velocity 360 dashboard, click Payments in the left sidebar.
2. Click Invoices in the top navigation, then click + New (or + New Invoice).
3. Select Customer: Choose an existing contact or create a new one.
4. Add Products/Services: Click + Add Product and enter the name, type, and price for each line item.
5. Review Details: Adjust the Due Date and optional Invoice Number.
6. (Optional) Add a Discount or Payment Schedule (for multiple payments).
7. Click Save to draft it, or Send to send it to the customer (see the next section below).

✉️ Sending Your Invoice to the Client

Once an invoice is drafted, you can send it directly to your client via email or text, providing them with a secure payment link.

Sending Instructions

1. From your Velocity 360 dashboard, navigate to Payments > Invoices.
2. Find the invoice you want to send and open it.
3. Ensure the invoice details (contact, line items, and due date) are correct.
4. Click the Send Invoice button.
5. Select your preferred method (Email or SMS) and confirm the sending.

The client will receive a link to view and pay the invoice online. You can track the status (Sent, Paid, Overdue) in the Invoices section.

🖼️ Adding Your Company Logo to Invoices

Your company logo is applied to all invoices through your general business profile settings for consistent branding. This only needs to be set up once.

Branding Setup Steps

1. From your Velocity 360 dashboard, click Settings (the gear icon) in the left sidebar.
2. Click Business Profile (or Company Profile).
3. Locate the section to upload your logo or branding.
4. Click to upload your company logo image file from your computer.
5. Save your changes to the Business Profile. The logo will automatically appear on all new invoices generated after this setup.

🔄 Managing Recurring Invoices (Coming Soon)

This section will detail how to set up and manage automated recurring invoices for subscriptions or retainer clients. This feature helps streamline predictable billing cycles.

📈 Invoice Statuses and Tracking (Coming Soon)

Learn how to read and understand the status of your invoices (Draft, Sent, Paid, Partial, Overdue) and use the reporting features to track cash flow.

🔔 6. Configure Payment Reminder Settings

Automate your collections process by setting up payment reminders. This guide shows you how to configure when and how clients are notified about upcoming or overdue invoices.

🛠️ 7. Invoice Setup

Complete the initial configuration for your invoices, including numbering, default due dates, and terms. Follow this guide to ensure your billing foundation is solid.

🚫 8. How to Void a Payment

Learn how to properly void a payment in Velocity360. This guide walks you through the steps to cancel a transaction that was recorded in error.