Invoicing is how a business on the platform bills its customers and gets paid. Write the invoice, send it, and the customer gets an email with a hosted page they can print, save as a PDF, and, once your Stripe account is connected, pay by card. Every payment, card or check, books itself into Financial Management as income on the day the money arrives.
What it is
An invoice here is a document with line items, an optional discount, tax on the lines you mark taxable, an issue date and a due date. It goes out by email with a link to its own hosted page. The page shows the invoice in full, offers a Pay button when online payment is available, and updates itself as payments arrive. Partial payments are fine; the balance follows.
Customers come from the same records the Customers app keeps, so a person or company you already know is one pick away, and there is no second address book to maintain.
Where to find it
Open it from My Apps under Money and Operations, or go straight to www.allinonenonprofit.com/invoicing/. Invoicing is included on every plan, for nonprofits and businesses alike: a nonprofit can bill for services it sells, space it rents, or fees it charges.
The dashboard and the list
The dashboard shows four numbers: what is open, what is overdue, what was paid this month, and how many drafts are waiting. Below them sit the open invoices, soonest due first. Invoices is the full list, with filters for drafts, sent, partly paid, overdue, paid and void, and a search box for a number or a customer. Click any row to open it.
Writing an invoice
Choose New invoice. Start typing the customer's name and pick them from the list that appears; their email fills in if Customers has it. A name that is not in Customers is fine too, the invoice keeps whatever you type. The issue date is today and the due date follows your default terms; change either one. Leave the invoice number blank and the next number in your sequence is used.
Save keeps it as a draft, visible only to your team. A draft can be edited freely, or deleted.
Lines, discounts and tax
Each line has a description, a quantity (fractions like 1.5 hours are fine), a rate, and a Taxable checkbox. The amount is quantity times rate. A discount, in dollars, comes off the subtotal. Tax is figured on the taxable lines after they carry their proportional share of the discount, at the rate on the invoice. The default rate and its label, sales tax in most places, live in Settings and can be changed on any single invoice.
Sending it
Save and send emails the customer a copy with a link to the hosted page. The invoice moves from draft to sent, and the link appears on the invoice so you can copy it into a text message or your own email. Send again resends the same link at any time. Replies to the email go to the reply-to address in Settings, or to the organization owner when that is empty.
Once an invoice has a payment on it, its lines are locked. To change it, void it and issue a new one. A sent invoice with no payments can be voided; a draft can simply be deleted.
Getting paid
By card, on the hosted page
Connect your own Stripe account on My Organization. From then on every sent invoice with a balance shows a Pay button. The customer pays through Stripe's secure checkout, the money goes to your Stripe account, the customer gets a receipt, you get an email, and the payment is recorded on the invoice and booked in Financial Management, all without anyone typing anything. The platform takes no cut; Stripe's own card fee applies and is booked as an expense the way it is for donations and store sales.
By check, cash or transfer
Open the invoice and choose Record a payment. Enter the amount, the date and the method, plus a check number or memo if you have one. Partial payments are fine. A hand-recorded payment can be removed if it was entered by mistake, and its income row goes with it. A card payment cannot be removed here; refund it in Stripe instead.
Recurring invoices
A retainer, a monthly service fee, a quarterly maintenance charge: set it up once under Recurring. A schedule holds the customer, the lines, the interval (weekly, monthly, quarterly or yearly), the next date and an optional end date. Each morning the app creates that day's invoices. With auto-send on, each one is emailed the same morning; with it off, they wait in Drafts for you to review and send. Pause a schedule any time; the invoices it already created stay.
Reminders
With reminders on in Settings, a sent or partly paid invoice with an email address gets a gentle reminder three days before it is due, and a past-due notice one, seven and thirty days after. Each reminder goes once. Turn the switch off and nothing is sent.
How it books
Income is recorded when money arrives, never when the invoice is issued. That matches the cash basis Financial Management uses by default. Each payment becomes one income row under the invoice's income category (Service Revenue unless you change it), described as the invoice number and the payer. Nothing from the line items themselves is copied into the books, so a description written for the customer stays between you and the customer.
Settings
| Setting | What it does |
|---|---|
| Number prefix and next number | Your sequence. INV-1001, INV-1002 and so on. Change the next number to continue a sequence from an older system. |
| Default terms | Days from the issue date to the due date on a new invoice. |
| Tax rate and label | The default rate on new invoices and the word the customer sees for it. |
| Default note and footer | The note starts every new invoice; the footer appears on the hosted page and in the email. Put your business name, full street address, phone and how to pay by check in the footer. |
| Reply-to | Where a customer's reply to an invoice email lands. |
| Income category | The Financial Management category new invoices book to. |
| Reminders | On or off for the whole organization. |
Your first invoice
- Open Settings, put your business name, full address and phone in the footer, and set your tax rate if you charge one.
- Connect Stripe on My Organization if you want card payments. You can send invoices without it and add it later.
- Choose New invoice, pick a customer, add one line, and save.
- Send it to yourself first: put your own email on the customer, choose Save and send, and open the hosted page from the email on your phone.
- When it reads right, change the email to the customer's and send again.
Access and privacy
Invoicing is scoped to your organization. Your team sees every invoice; a view-only member can read but not change anything. A customer sees only their own invoice, at an address made from a long random code that is not guessable and does not lead back into your account. The hosted page shows what you put on the invoice and in the footer, so keep the footer to what a customer should see.
Connecting other software
On a paid plan, an owner or an admin can create an API key on My Organization at https://aio-staging-site.pages.dev/team/ with the Read invoices permission, so a bookkeeping or reporting tool can read your invoices, their lines and the payments recorded against them. The API only reads: invoices are still created, sent and paid here, so the numbering, the customer's email and the booking in Financial Management stay in one place. Webhooks on the same card can tell another system the moment an invoice is created, sent, partly paid or paid. The technical reference for whoever sets it up is at https://aio-staging-site.pages.dev/api/v1/openapi.json.
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