Send branded invoices to collect payments from clients and wholesalers
On any Squarespace plan, you can send professional invoices that are personalized to your brand. This is a great option if you sell customized products, work with clients in a collaborative, ongoing way, or sell to wholesalers or other retail establishments. You can also send proposals, estimates, and contracts to clients before creating an invoice for your services, and use projects to manage your ongoing work.
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Before you begin
- Connect a payment processor to your site.
- Ensure your business information is up-to-date and that your reply-to email address is valid. If it's not, invoices won't send.
- Set up any applicable tax rates.
- If you're sending invoices for physical items, ensure you add flat rate shipping or local pickup options to your store. Carrier calculated and weight-dependent shipping aren't supported for invoices.
Send an invoice
When you're ready to send an invoice:
- Open the Invoices panel and click Create invoice to send a single invoice or Recurring invoice to send a series of scheduled invoices. You can also create a single invoice from the Projects page by clicking Create and then Invoice.
- In the menu that appears, you'll have the option to select an existing client or add a new client who will receive the invoice. To connect the invoice to a project, select an existing client and ensure the email address matches the one connected to the project. You can view existing clients in the Contacts panel.
- Edit the invoice name, due date, and optional memo.
- If it's a recurring invoice, click Recurring schedule to set the start date, frequency, and end date of the invoice series. When you're finished, click the back arrow.
- To add line items, click Add line item, enter the name of the service, select the product type, and enter the quantity (this must be a round number) and cost. It's not possible to upload images to this field.
- To charge sales tax, check the box beside Add applicable taxes to item at checkout. This option displays after you set up tax rates. Sales tax is calculated at checkout based on your customer's billing address.
- Repeat steps four and five for each line item. Each line item adds to the invoice total. When you’re finished, click Done.
- To apply a discount, switch the toggle on beside Apply a discount, click % or $ to set the discount type, then enter the discount amount. Keep in mind, the invoice total must remain above $0.50 after the discount is applied, so it's not possible to apply a 100% discount.
- Click Settings, then click Styles to match the invoice email to your site’s branding. To learn more about styling emails, visit Customer email notifications.
- When you’re ready to email your client, click Send, then click Send again in the confirmation window.
Invoice payments have no transaction fee, but are subject topayment processor fees, which vary by payment solution.
Schedule an invoice for later
To schedule an invoice to send later:
- In the invoice editor, switch the toggle on beside Send later.
- Select the send date and time.
- Click Schedule.
To change the scheduled send date and time, edit the invoiceand change the schedule details. To unschedule an invoice and convert it to a draft, click the ... icon, then click Unschedule.
Recurring invoices
You can send invoices on a recurring basis. When you create a new invoice, select Recurring invoice, then click Recurring schedule in the invoice editor to customize these details:
- Start - When the first invoice sends
- Repeat - The invoice renewal cadence
- Each invoice due - When the invoice payments are due
- End series - When the final invoice sends. This can be after a certain number of invoices, or after a certain amount of time. Recurring invoices can’t repeat indefinitely.
To edit a recurring invoice series, open the invoices panel and click Recurring. Beside the series you want to edit, click the ... icon, then click Edit series. From here, you can edit the invoice details and recurring schedule.
If you choose to end the series on a specific date, its status will change to Ended on that date. If you end the series after a certain number of invoices, its status will change when the final invoice is scheduled (after the second-to-last invoice sends).
Connect an invoice to a project
To connect an invoice to a project, select an existing client when you create the invoice and ensure the email address matches the one linked to the project. You can also create the invoice from within the project:
- Open the projects panel.
- Click a project to open it.
- Click Create, then select Invoice.
When you're ready to send an invoice:
- Tap the Selling tab, then Tap Invoices.
- Tap the + icon to select an existing client or add a new client as the invoice recipient. You can also add yourself as a test client. To connect the invoice to a project, select an existing client and ensure the email address matches the one connected to the project.
- If you have existing contacts, search for them by name or email. Select them to review their client details.
- If you don't have contacts, create one by entering their name and email address.
- Tap Save to create a new invoice for the client. You may need to tap Create invoice.
- Edit the invoice name, due date, and optional memo.
- To schedule the invoice for later, switch the toggle on beside Send later and select a due date.
- To add line items, tap Add line item, enter the name of the service, select the product type, and enter the quantity (this must be a round number) and cost. It's not possible to upload images to this field.
- To charge sales tax, switch the toggle on beside Collect tax. This option displays after you set up tax rates. Sales tax is calculated at checkout based on your customer's billing address.
- Repeat steps eight and nine for each line item. Each line item adds to the invoice total. When you’re finished, tap Done.
- To apply a discount, tap Add discount, tap % or $ to set the discount type, then enter the discount amount. Keep in mind, the invoice total must remain above $0.50 after the discount is applied, so it's not possible to apply a 100% discount. When you're finished, tap Apply.
- Tap Preview to preview the invoice email. To learn more about styling emails, visit Customer email notifications.
- To save your invoice, tap Save.
- When you’re ready to email your client, tap Send, then tap Send again in the confirmation window.
Invoice payments have no transaction fee, but are subject to payment processor fees, which vary by payment solution.
Schedule an invoice for later
To schedule an invoice to send later:
- In the invoice editor, switch the toggle on beside Send later.
- Select the send date and time.
- Tap Schedule.
To change the scheduled send date and time, edit the invoice and change the schedule details. To unschedule an invoice and convert it to a draft, click the ... icon, then click Unschedule.
When you're ready to send an invoice:
- Tap the Selling tab, then Tap Invoices.
- Tap the + icon to select an existing client or add a new client as the invoice recipient. You can also add yourself as a test client. To connect the invoice to a project, select an existing client and ensure the email address matches the one connected to the project.
- If you have existing contacts, search for them by name or email. Select them to review their client details.
- If you don't have contacts, create one by entering their name and email address.
- Tap Save to create a new invoice for the client. You may need to tap Create invoice.
- Edit the invoice name, due date, and optional memo.
- To schedule the invoice for later, switch the toggle on beside Send later and select a send date.
- To add line items, tap Add line item, enter the name of the service, select the product type, and enter the quantity (this must be a round number) and cost. It's not possible to upload images to this field.
- To charge sales tax, switch the toggle on beside Collect tax. This option displays after you set up tax rates. Sales tax is calculated at checkout based on your customer's billing address.
- Tap Done.
- Repeat steps eight and nine for each line item. Each line item adds to the invoice total.
- To apply a discount, tap Add discount, tap % or $ to set the discount type, then enter the discount amount. Keep in mind, the invoice total must remain above $0.50 after the discount is applied, so it's not possible to apply a 100% discount. When you're finished, tap Apply.
- Tap Preview to preview the invoice email. To learn more about styling emails, visit Customer email notifications.
- To save your invoice, tap Save.
- When you’re ready to email your client, tap Send, then tap Send again in the confirmation window.
Invoice payments have no transaction fee, but are subject to payment processor fees, which vary by payment solution.
Schedule an invoice for later
To schedule an invoice to send later:
- In the invoice editor, switch the toggle on beside Send later.
- Select the send date and time.
- Tap Schedule.
To change the scheduled send date and time, edit the invoice and change the schedule details. To unschedule an invoice and convert it to a draft, click the ... icon, then click Unschedule.
Duplicate an invoice
To duplicate an invoice:
- Open the Invoices panel and click the ... icon beside the invoice you want to duplicate.
- Click Duplicate.
- Click Add new client or Select existing client.
- Click Continue.
This opens the invoice editor. To save the invoice as a draft or send it to your client, follow the steps above in Send an invoice.
To duplicate an invoice:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap the ... icon, then tap Duplicate.
This opens the invoice editor. To save the invoice as a draft or send it to your client, follow the steps above in Send an invoice.
To duplicate an invoice:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap the ... icon, then tap Duplicate.
This opens the invoice editor. To save the invoice as a draft or send it to your client, follow the steps above in Send an invoice.
Mark an invoice as paid
You can mark an invoice as paid on the computer only. This feature isn't available in the Squarespace app.
Manually mark an invoice as paid if clients pay via cash, check, or bank transfer.
- Open the invoices panel.
- Click the ... icon beside an invoice.
- Click Mark as paid. The payment amount matches the invoice amount, doesn't include taxes, and can't be edited.
- Select the payment method and payment date.
- Switch the toggle on beside Notify client of payment to send the client an email when you mark the invoice as paid.
- Add an optional note.
- Click Mark as paid.
Shipping
If you sell physical products and have set up flat rate or pickup shipping options, customers will pay for shipping at checkout based on their billing address. If you don't have a flat rate or pickup option, your clients will be unable to progress through the checkout process and pay their invoices.
Note: If you have weight-dependent shipping options that are cheaper than your flat rate options, they will appear at checkout for invoices. It's not possible to hide these options if they appear, and you may not want your clients to select them. As a workaround, you can create a free, flat-rate option called "invoice shipping." Then, you can add the correct shipping charge as a line item in the invoice. You can also add a memo to the invoice to tell clients to select a flat rate option even if weight-dependent shipping appears.
Collect a deposit
To collect a deposit from clients, create one invoice for the deposit, and a second invoice for the remaining balance after they’ve paid the deposit.
How clients pay invoices
When a client receives the invoice via email, they can click Pay invoice to enter their payment information on a secure payment page. After they pay, you both receive a confirmation email. The invoice is marked as Paid automatically on the project page, and their payment appears in the Orders panel.
If you've enabled customer accounts, clients have the option to create an account at checkout. If they do, they can view their payment history from their account. Invoice details and unpaid invoices don't display in customer accounts.
If clients pay you offline via cash or check, you can mark the invoice as paid.
Remind clients about an invoice
To resend an invoice to a client:
- Open the Invoicing panel.
- Click the … icon beside an invoice.
- Click Resend.
- Click Submit.
To resend an invoice to a client:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap the ... icon, then tap Resend.
To resend an invoice to a client:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap the ... icon, then tap Resend.
Manage invoices
Cancel an invoice
To cancel an invoice after you've send it to a client:
- Open the Invoicing panel, then click Invoices.
- Click … beside an invoice.
- Click Cancel, then click Cancel invoice to confirm. Your client will receive a notification.
Clients can’t pay a cancelled invoice.
Delete an invoice
To delete an invoice draft before you’ve sent it to a client:
- Open the Invoicing panel, then click Invoices.
- Click the … beside an invoice.
- Click delete.
- Click delete invoice.
Edit an invoice
To edit and re-send an invoice:
- Open the Invoicing panel, then click Invoices.
- Click … beside an invoice.
- Click Edit.
- Make changes, then click Update & send.
Print an invoice receipt
To print a receipt for a paid invoice:
- Open the Invoicing panel, then click Invoices.
- Click a paid invoice.
- Click View order details.
- Click Print receipt.
It's not possible to print an unpaid invoice.
Limitations
Keep in mind, it’s not possible to:
- Delete invoices that you have sent or cancelled.
- Reassign an invoice to a different client email address, even if the invoice is still a draft. To assign an invoice to a different client, cancel or delete the invoice and create a new one.
- Edit the invoice number.
Cancel an invoice
To cancel an invoice after you've send it to a client:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap ..., then tap Cancel.
Clients can’t pay a cancelled invoice.
Delete an invoice
To delete an invoice draft before you’ve sent it to a client:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap ..., then tap Delete.
Edit an invoice
To edit and re-send an invoice:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap Edit.
- Make changes, then tap Update & send.
Limitations
Keep in mind, it’s not possible to:
- Delete invoices that you have sent or cancelled.
- Reassign an invoice to a different client, even if the invoice is still a draft. To assign an invoice to a different client, cancel or delete the invoice and create a new one.
- Edit the invoice number.
Cancel an invoice
To cancel an invoice after you've send it to a client:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap ..., then tap Cancel.
Clients can’t pay a cancelled invoice.
Delete an invoice
To delete an invoice draft before you’ve sent it to a client:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap ..., then tap Delete.
Edit an invoice
To edit and re-send an invoice:
- Tap Selling, then tap Invoices.
- Select an invoice.
- Tap Edit.
- Make changes, then tap Update & send.
Limitations
Keep in mind, it’s not possible to:
- Delete invoices that you have sent or cancelled.
- Reassign an invoice to a different client, even if the invoice is still a draft. To assign an invoice to a different client, cancel or delete the invoice and create a new one.
- Edit the invoice number.
Invoice status emails
Customers receive these emails when their invoice status changes:
- Invoice paid
- Invoice cancelled
- Invoice refunded
It's not possible to customize the text in these emails, but their design follows your global email styles.
Refund a payment
Invoice transactions are subject to payment processing fees, which are nonrefundable.
To refund a payment:
- Open the Products & services panel, then click Orders.
- Click the order you want to refund.
- Click Refund.
- To issue a partial refund, edit the refund amount.
- Click Issue Refund.
- If the invoice was manually marked as paid after cash, check, or bank tranfer payment, coordinate with your client to return the funds.
To refund a payment:
- Tap Selling, then tap All orders.
- Tap the order you want to refund.
- Tap ... in the top right corner.
- Tap Issue refund.
- To issue a partial refund, edit the refund amount.
- Tap OK or Refund.
- If the invoice was manually marked as paid after a cash, check, or bank transfer payment, coordinate with your client to return the funds.
To refund a payment:
- Tap Selling, then tap All orders.
- Tap the order you want to refund.
- Tap ... in the top right corner.
- Tap Issue refund.
- To issue a partial refund, edit the refund amount.
- Tap OK or Refund.
- If the invoice was manually marked as paid after a cash, check, or bank transfer payment, coordinate with your client to return the funds.