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.

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:

1. Open the Invoices panel and click Create invoice. You can also create an invoice from the Projects page by clicking Create and then Invoice.
2. 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. You can view existing clients in the Contacts panel.
3. Edit the invoice name, due date, and optional memo.
4. To add line items, click Add line item, enter the name of the service, select the product type, and enter the quantity and cost.
5. 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.
6. Repeat steps four and five for each line item. Each line item adds to the invoice total. When you’re finished, click Done.
7. To apply a discount, switch the toggle on beside Apply a discount, click % or $ to set the discount type, then enter the discount amount.
8. 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.
9. 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 to payment processor fees, which vary by payment solution.

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 which shipping option to choose at checkout 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, they receive a confirmation email. The invoice is marked as Paid automatically on the project page, and their payment appears in the Orders panel. It’s not possible to mark an invoice as paid if clients pay separately. To learn more about the payment methods your clients can use, visit What payment methods can I accept with Squarespace Commerce?

Remind clients about an invoice

To re-send an invoice to a client:

1. Open the Invoicing panel.
2. Click the … icon beside an invoice.
3. Click Remind.
4. Click Submit.

Manage invoices

Cancel an invoice

To cancel an invoice after you've send it to a client:

1. Open the Invoicing panel, then click Invoices.
2. Click … beside an invoice.
3. Click Cancel, then click Cancel invoice to confirm. Clients can’t pay a cancelled invoice.

Delete an invoice

To delete an invoice draft before you’ve sent it to a client:

1. Open the Invoicing panel, then click Invoices.
2. Click the … beside an invoice.
3. Click delete.
4. Click delete invoice.

Edit an invoice

To edit and re-send an invoice:

1. Open the Invoicing panel, then click Invoices.
2. Click … beside an invoice.
3. Click Edit.
4. Make changes, then click 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.

Refund a payment

To refund a payment:

1. Open the Products & services panel, then click Orders.
2. Click the order you want to refund.
3. Click Refund.
4. To issue a partial refund, edit the refund amount.
5. Click Issue Refund.