Creating and Sending Invoices

Creating an Invoice

Invoices in SupaBook live inside Smart Files created from the project workflow, so every invoice stays tied to the right job and client. The Account Manager can prepare an invoice page from verified project details, but a person must approve the exact draft before it is created.

1. Start with a project

   Open Pipeline, then create a new project or open the existing project you want to invoice.

2. Link the client

   Attach the project to an existing client or create the client from the project flow before building the invoice.

3. Create the invoice from the project

   From the project, open or create the Smart File that will hold the invoice page so it inherits the project and client context.

4. Prepare a draft with the Account Manager

   In AI Operations, ask the Account Manager to prepare the invoice page inside the exact project Smart File using its saved services, currency, tax, totals, and due date. Review the proposed action before approving it.

5. Add line items

   Type a saved service template name into a line item and select a suggestion. Use the gear beside the service to configure its items and pricing, then Apply service price. Use + Add subitem to show a client-facing price breakdown.

6. Set due date

   Choose payment terms (Net 15, Net 30, etc.) or set a specific date.

7. Send invoice

   Preview the completed draft, then choose to send it to the client's email. Preparing or approving the draft does not send it.

Tips

• Clients receive a link to pay online with credit card or bank transfer
• Create or select the project first so invoice activity stays connected to the job timeline
• AI invoice creation means an unsent draft or reuse of the matching draft that already exists. It never creates a charge, changes a paid invoice, or marks an invoice paid.
• If an approved invoice action fails temporarily, retrying uses the same reviewed action. Changes to the client, scope, price, tax, totals, or due date require a new approval.
• Sending, charging, discounting, waiving a fee, and marking an invoice paid always require a separate person-approved action.
• Automatic reminders can be set for overdue invoices
• Build reusable grouped pricing items in Service Templates, including private costs, client rate references, overhead, and a pricing method. Choose markup on cost for a simple percentage added to cost, or target gross margin for a percentage of the final client price. New pricing starts with markup and whole-dollar rounding.
• Select the pricing items and adjust quantities and durations in the editor. Choose the pricing percentage and whether to round calculated client prices to whole dollars. The service description and Includes list on the card stay separate and are not replaced by template pricing rows. Review the private calculation and client preview before selecting Apply package. The client sees one package price unless you explicitly turn on the full price breakdown. Costs, overhead, markup, and margin remain private.
• Each proposal option keeps its own item selections and quantities. Editing an option does not change the reusable Service Template. The selected option supplies the synced invoice total.
• Template edits affect future imports. Review and apply changes to an existing job separately before publishing.