Articles on: Billing & payments

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

Open Sales › Billing and select Create Invoice. If you start from a request or a client's profile, the Client is already filled in.
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.
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.
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.
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.
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).

Below the items: the note, which starts with your footer note, and Finance settings (5).

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.

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.

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.

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.

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.

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.

Updated on: 09/11/2026

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