Send branded invoices to collect payments from clients and wholesalers.
With Squarespace, you can manage the way you bill your clients for your services in the following ways:
- Send your clients invoices: Connect a payment processor, update your business settings, and follow our steps to manually bill clients for custom work.
- Offer payment installment plans: Instead of sending manual invoices, you can add a payment plan to your service products (like workshops or retreats) so clients can pay in installments at checkout.
- Send proposals, contracts, and estimates: Use projects to track ongoing work and send proposals, estimates, and contracts to pitch and land clients before you bill them.
Watch a video
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
Step 1 - Create the invoice
To create a new 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, then Invoice.
Step 2 - Add the client details
To add client details to the invoice:
- Click Add or find a client. 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.
- To add an existing client, type a client’s name and select them.
- To add a new client, click Add a new client and add the client’s name and email address. You can also click Add yourself as a test client if you’re planning to send a test invoice.
Step 3 - Add custom client fields
To add more information to a client, like their billing address and tax ID number:
- Click ••• beside an existing client.
- Click Additional details to add more information about the client to include in every invoice you send to them. You can add the client’s company name, billing and shipping details, and custom client fields, which can display important details like a Tax ID number.
- When you’re finished, click Done, then click Save.
Step 4 - Add the invoice details
To add the invoice details:
- Edit the invoice name.
- To add up to 6 custom fields that display at the bottom of an invoice, like PO number or VAT details, click Custom fields, add the Field name and Field value and click Done. To add a new field click Add another item. When you’re finished, click Back.
- Add an optional memo and due date.
- 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.
Step 5 - Style the invoice
To change the colors and design of the invoice:
- 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.
Step 6 - Schedule the invoice for later
If you’re not ready to send the invoice, you can schedule it for later:
- Switch the toggle on beside Send later.
- Select the send date and time.
- Click Schedule.
Step 7 - Turn on invoice reminder emails
To send reminder emails for past-due invoices, switch the toggle on beside Send reminders.
Step 8 - Send the invoice
When you’re ready, send the invoice:
- When you’re ready to email your client, click Send, then click Send again in the confirmation window.
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.
Change a scheduled invoice’s send date
To change an invoice’s 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.
Edit custom client fields
To edit custom client fields:
- Click the ••• beside the client’s name, then click Edit client information.
- Click Additional details.
- Make your change and click Save.
Edit custom invoice fields
To edit custom invoice fields:
- Edit the invoice and click ••• beside Custom fields.
- Click the Pencil icon.
- Make your changes and click Done.
Send reminder emails
To send up to four automated reminder emails for past-due invoices, switch the toggle on beside Send reminders. You can’t customize these emails or change when they’re sent. They stop after the fourth email, or after the client pays the invoice, whichever happens first. Reminder emails are sent on this schedule:
- 3 days past-due
- 7 days past-due
- 14 days past-due
- 30 days past-due
Review reminder email activity
You can check the reminder email activity in the Activity tab of the invoice. This tab shows the reminder emails that are scheduled and sent.
Cancel a reminder email
To stop sending reminder emails, edit the invoice and switch the toggle off beside Send reminders.
Duplicate an invoice
To duplicate an invoice:
- Open the Invoices panel, then 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 to 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.
Why did I receive a new order email after I marked an invoice as paid?
When you mark an invoice as paid, it creates a new pending order in the Orders panel, which triggers a new order email. You can't disable this email.
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, delete the invoice draft or cancel the sent 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.