# Send an invoice

Create an invoice with line items, tax and a due date, send it to your client by email straight away, see what each status means, edit it or send it again, and what your client sees when they pay.

Source: https://vezmo.com/docs/get-paid/invoices

## Overview

An invoice bills a client for one or more line items, with a due date. You create it in **Payments › Invoices**, and
Vezmo emails it to your client straight away, with the invoice as a PDF and a button to view and pay it online. Your
client pays online without creating an account, and the invoice turns **Paid**.

Use an invoice to bill a client for work, with line items, discounts and tax. For a quick payment of one amount, a
[payment link](/docs/get-paid/payment-links) is simpler.

## How it works

1. You create an invoice for one of your clients: the due date, the currency, a design and the line items.
2. When you select **Create Invoice**, we email it to your client at once. The email has a **View & Pay Invoice**
   button and the invoice as a PDF.
3. Your client opens the invoice and pays it online.
4. The invoice shows **Paid**, and the payment appears in **VezmoPay › Transactions** with the source **Invoice**.

There are no automatic reminders. To remind a client, send the invoice again yourself (see
[Send it again](#send-it-again)).

| Status | What it means |
| --- | --- |
| Pending | Sent and waiting to be paid. |
| Overdue | Still unpaid after its due date. The list shows **Overdue**, while the invoice itself still reads **Pending**. Your client can still pay it. |
| Paid | Paid in full. A bank payment marks it Paid once it clears. |
| Cancelled | It can no longer be paid. Your client sees "This invoice can no longer be paid". |
| Draft | Saved as a draft through the API. Drafts show under **All**, and only a draft can be deleted. |

## Create an invoice

1. **Start a new invoice**
Go to **Payments › Invoices**, select **+ Create** at the top of the page, then **Invoice**. (**Start from Template**
lets you pick the design first.) You can also start one from **Move money › Request a payment**.

2. **Choose the client, due date and currency**
- **Select Client**: search your clients, or select **+ Add Client** to add a new one.
- **Due Date**: today or later. The issue date is the day you create the invoice.
- **Currency**: starts as your business's currency. Every line and the total are in it.
- **Template Style**: the invoice's design, which you must choose. Select **Preview** to see it.
- **Footer Message** (optional): a line at the foot of the invoice, for example a thank-you.

(Screenshot: Create New Invoice: client Lucas Weber, due date Nov 23, 2026, currency USD, template Editorial and a footer message on the left; two line items on the right (Mixing, per song: 4 at $150.00; Mastering, per song: 4 at $60.00 with 10% off) and a total of $816.00.)

3. **Add your line items**
Select **+ Add Line Item** for each product, service or block of hours. Each line has:

- **Product / Service name** and an optional **Product Description**, both shown on the invoice.
- **Base Price** and **Quantity**.
- **Discount**, as a percentage (up to 100%) or a fixed amount (up to the line's price times its quantity).
- **Tax Rate (%)**, applied after the line's discount. Vezmo doesn't work out tax for you: see
  [Sales tax on invoices](/docs/get-paid/taxes#sales-tax-on-invoices).

(Screenshot: The Product Line Details dialog: Product / Service name, Base Price 150, Quantity 4, a Discount of 10 percent, Tax Rate, Total Amount, Product Description and the Add Line Item button.)

Select **Add Line Item**. Use the pencil to change a line or the bin to remove it. The total adds up as you go.

4. **Create and send it**
Select **Create Invoice**. We email the invoice to your client straight away, and you get an **Invoice sent**
[notification](/docs/get-started/notifications). If the email couldn't be sent, a notification under **Needs action**
says so.

The total must be more than 0 and at least your business's minimum for that currency; the form tells you if it
isn't. An invoice's fees are the same as any other VezmoPay payment and depend on how your client pays. See
[VezmoPay pricing](https://vezmo.com/pricing/vezmopay).

Invoices you create in the dashboard are always real ones, even with **Test mode** on in the VezmoPay menu.

## Manage your invoices

**Payments › Invoices** shows four cards at the top: **Total Invoice**, **Paid**, **Pending** (every unpaid invoice,
overdue ones included) and **Overdue**. Below them, **All Invoices** lists every invoice with its number, client,
email, price, due date and status.

(Screenshot: The Invoices page: Total Invoice, Paid, Pending and Overdue cards above All Invoices, filtered by All, Pending, Paid, Cancelled and Overdue, listing four invoices marked Pending, Paid and Overdue.)

- **Filter** by **All**, **Pending**, **Paid**, **Cancelled** or **Overdue**.
- **Search** by invoice number, client name or client email.
- **Sort** by invoice number, price or due date.

Open the menu (⋮) on a row to **Preview** the invoice, send it again, **Edit** it or **Delete** a draft.

### Preview an invoice

**Preview** opens the invoice as your client sees it, in the design you chose: who it's from and who it's billed to,
the issue and due dates, each line, and the subtotal, discount, tax and total.

(Screenshot: An invoice preview in the Editorial design: invoice number VIRYZ9NB marked Pending, issued 2026-11-09 and due 2026-11-23, billed to Lucas Weber, with two lines, a $24.00 discount and a total of $816.00.)

The dashboard has no download button: the invoice goes to your client as a PDF attached to each email we send.

### Send it again

Open the row's menu and select **Resent** to email the invoice to your client again, with a new link. You can do this
for any invoice that isn't paid or cancelled. After each email, the same invoice can be sent again after 60 seconds;
until then the menu shows how many seconds are left.

### Edit an invoice

Select **Edit** on a pending or overdue invoice (or a draft). You can change anything on it, then select **Update
Invoice**. Saving emails the new version to your client straight away.

Some changes are locked:

- Once the invoice has a payment, or a bank payment on it is still clearing, its amount and currency can't change.
- If your client applied a promo code, the currency can't change.
- An invoice that belongs to a project stays in the project's currency, and its lines can't be added to here.

Paid and cancelled invoices can't be edited.

### Delete a draft

Only a draft can be deleted: **Delete** moves it to the trash. A pending, overdue or paid invoice can't be deleted.

Creating invoices needs the **Create invoices** permission, editing them **Edit invoices**, sending one again either
of those, and deleting drafts **Delete invoices**. Managers have all of them; Members can only view invoices.

## What your client sees

The email has your business's name, the amount due, the items and a **View & Pay Invoice** button, with the invoice
attached as a PDF named after its number. The button opens a secure page with the invoice on one side and the
payment on the other.

(Screenshot: The client's invoice page: invoice VIRYZ9NB on the left, and on the right the amount of $816.00 due Nov 23, 2026, Have a promo code?, a choice of Card or Bank, the card fields, billing details and a Pay $816.00 button.)

- **Ways to pay:** card, and a bank payment for invoices in US dollars, plus the other methods you have turned on
  that work for the currency.
- **Their own currency:** clients abroad can see and pay the amount in their own currency where available.
- **Promo codes:** under **Have a promo code?**, your client can enter a promo code whose **Where it works**
  includes invoices. The discount comes off before they pay.
- **After paying**, they see that the payment went through and get a receipt by email. Opening the link again shows
  that it's paid.

The link in each email works for 24 hours. After that, your client sees that the link is invalid or has expired and
is asked to get a new one from you: send the invoice again for a fresh link.

## What happens when

### My client pays

The invoice changes to **Paid** (for a bank payment, once it clears), and the payment appears in **VezmoPay ›
Transactions** with the source **Invoice**. See [See a payment's details](/docs/get-paid/payment-details).

### The due date passes

The invoice shows **Overdue** in your list. Nothing is sent to your client on its own, and they can still pay it. Send
it again to remind them.

### An email can't be sent

Each invoice can be emailed once a minute, and your business can send a set number of invoice and proposal emails in
24 hours. When you send an invoice again too soon, or after reaching that number, the dashboard tells you how long to
wait. When this happens while creating or editing an invoice, your changes are still saved but the email isn't
sent: send the invoice again once you can. To send more each day, contact support.

### My client needs a new link

The link in an email expires after 24 hours. Send the invoice again: the new email has a fresh link.

### I need to give money back

Refund the payment from its details page. See [Refund a payment](/docs/get-paid/payment-details#refund-a-payment).

## Related

- [Payment links](/docs/get-paid/payment-links)
- [Taxes and tax forms](/docs/get-paid/taxes)
- [See a payment's details](/docs/get-paid/payment-details)
- [VezmoPay pricing](https://vezmo.com/pricing/vezmopay)
- [Invoices in the API](https://user.vezmo.com/docs/v1): create invoices from your own code with a test or live key.