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# Issue an invoice

Invoices let you bill your clients for your work. Depending on how a quote or a service is set up, an invoice can ask the client to pay, or it can confirm a payment the client has already made. You can issue an invoice yourself at any time: in **Sales › Billing**, from a request with **Get paid ▾ › Send an Invoice and get paid**, or from a client's profile with **+ New Invoice**. Zendo can also issue invoices for you, in the three situations described below.

## Create and issue the invoice

1. Open **Sales › Billing** and select **Create Invoice**. If you start from a request or a client's profile, the **Client** is already filled in.
2. Choose the **Client**. Leave **Link to existing Order** empty to create a new order, or choose an existing order to add the invoice to it.
3. Set the **Invoice date**. The **Due date** is calculated from the **Payment deadline** in your document settings, and you can change it on this invoice.
4. Add the items: either select **Import items from a service**, or add rows with a **Description**, a **Qty** and a **Unit price**. To add tax, turn on **VAT support**.
5. In **Finance settings**, choose the **Currency** and the **Payment method**. The payment method decides whether the client pays by card or receives your transfer instructions.
6. Select **Send Invoice**.

![The invoice editor: client and order (2), invoice and due date (3), Import items from a service (4) and Send Invoice (6).](https://getzendo.io/wp-content/uploads/2026/11/kb-b4-invoice-top.webp =722x516)

![Below the items: the note, which starts with your footer note, and Finance settings (5).](https://getzendo.io/wp-content/uploads/2026/11/kb-b4-invoice-bottom.webp =722x396)

## When Zendo issues an invoice for you

Zendo can issue an invoice automatically in three situations. In each of them, a setting decides whether it happens and what kind of invoice the client gets.

**When the client approves a quote**

- With **Create an Invoice to collect payment**, Zendo issues an invoice right after the approval, and the client pays it.
- With **Collect payment with this Quote, then create a paid Invoice**, the client pays on the quote first. Zendo then issues an invoice that is already paid and serves as proof of payment.

See [Send a quote](https://help.getzendo.io/en/article/send-a-quote-5leqg/).

**When a client buys a service**

- If the service's **Issue an invoice** setting is **Automatically after payment**, Zendo issues the invoice once the money has arrived, as proof of payment.
- With Stripe, that happens as soon as the client pays. With a manual payment method, it happens when someone on your team marks the payment as paid.

See [Decide what happens after a purchase](https://help.getzendo.io/en/article/decide-what-happens-after-a-purchase-kdi63s/).

**When a subscription renews**

- If the subscription is set to issue invoices, Zendo issues one for every billing period.

Your team has a single notification event for invoices. It covers every invoice that is issued, paid or voided, including invoices for quotes and subscription renewals. See [Every notification your team can get](https://help.getzendo.io/en/article/every-notification-your-team-can-get-19s0zs4/).

## Invoice statuses

An invoice is paid in full or not at all, and it always has one of these statuses:

- **Draft** — created but not issued yet, so it has no number.
- **Awaiting payment** — issued and not paid yet.
- **Paid** — the client has paid, and the **Payment date** is filled in.
- **Voided** — cancelled.

**Overdue** is not a status but a badge, such as *"Overdue by 6 days"*. It appears on an unpaid invoice once the due date has passed, and the invoice keeps its status. **Partially paid** exists only on orders, because one order can hold several documents. See [Follow orders: fulfillment and payment](https://help.getzendo.io/en/article/follow-orders-fulfillment-and-payment-1oq1mqu/).

With Stripe, the invoice status updates by itself. With a manual method, someone on your team marks the invoice as paid, and until then the invoice stays unpaid and anything that depends on the payment waits. See [Mark a document as paid or refunded](https://help.getzendo.io/en/article/mark-a-document-as-paid-or-refunded-xqxof3/).

## Every invoice says whose move it is

Like a quote, an invoice shows a **Now** line under its header, from each side:

| The invoice is | Your team sees | The client sees |
|---|---|---|
| **Awaiting payment** | *Your client pays* the amount *by* the due date | *Pay* the amount *by* the due date, with **Pay** at the top |
| **Awaiting payment** and overdue | *Your client's payment of* the amount *was due* on the due date, and the **Overdue** badge | *Pay* the amount, *due on* the due date |
| Paid by transfer, and the client selected **I've paid** | *Your client reported paying on* the date. *Check the money arrived before you mark it paid.* | *The team confirms your payment after checking it* |

A paid, refunded or voided invoice has no **Now** line. Your team also sees the flow preview, **Where this Invoice stands**. On an invoice that came from a quote, **Go to Quote** there takes you back to it.

## Numbering, logo and footer

The invoice takes these from your document settings, and you cannot change them on a single invoice. Invoices have their own number series, separate from quotes, with their own prefix, suffix and footer note. See [Set up your documents: numbering, logo, footer and seller details](https://help.getzendo.io/en/article/set-up-your-documents-numbering-logo-footer-and-seller-details-9h73yx/).

## Related

- [Send a quote](https://help.getzendo.io/en/article/send-a-quote-5leqg/)
- [Edit a quote or invoice](https://help.getzendo.io/en/article/edit-a-quote-or-invoice-jglivw/)
- [Mark a document as paid or refunded](https://help.getzendo.io/en/article/mark-a-document-as-paid-or-refunded-xqxof3/)
- [Put a second document on the same order](https://help.getzendo.io/en/article/put-a-second-document-on-the-same-order-1j5irqe/)
- [Set up your documents: numbering, logo, footer and seller details](https://help.getzendo.io/en/article/set-up-your-documents-numbering-logo-footer-and-seller-details-9h73yx/)