How to Set Up Fees, Payment Schedules, and Terms on an Invoice

Overview

Invoices use the same layout as estimates: per-line fees on each line, then Payment Schedule, Additional Fees, Internal memo, Attachments and Terms & Conditions below.

Per-line fees

Each line has Qty, Unit type, Unit price, Disc (% or $), Mkup (%), Freight ($), Tax (%) and Deposit (% or $).

Additional fees

• Tax (%), Discount and Deposit (% or $), Freight ($ or %).

• Processing fee: Pass processing to client or Absorb processing fees.

Payment schedule

1. Under Payment Schedule, fill in Add Scheduled Payment: a name, $ or % amount, and a date.

2. Click Add Payment (or Confirm Payment).

3. Repeat until Balance Due shows nothing left to schedule.

When you record a payment, the Apply to field lets you apply it to the invoice or to a scheduled installment.

Terms, memo and attachments

• Terms & Conditions: one per line, + Add Term. Defaults come from Settings → Studio → Money → Numbering and wording (Document type: Invoices).

• Internal memo stays internal unless you tick Show this memo to the client on the public page.

• Attachments: Choose Files.

Late fees

Late fees are set studio-wide, not per invoice: Settings → Studio → Money → Rates and accounts → Late payment fee (percentage or flat, grace days, and what the percentage is of). A nightly job adds the fee once to overdue invoices with a balance.

Important limitations

• Once an invoice is paid, quantities, prices, discounts and taxes are locked.

• Check the PDF export toggles for Internal Memo before sharing a PDF.

Related articles

• How to Configure the Invoice Client View and Display Settings

• How to Record a Payment on an Invoice