Quotes and invoices

Finance → Invoicing holds quotes, invoices, a payments ledger, and recurring plans, with a products catalogue behind them. It tracks what you have quoted, billed, and been paid. It does not yet send anything by email, which is the single most important thing to know before you rely on it.

Before you start: roles with Read quotes or Read invoices to see the section, and the matching create and update permissions to work in it. Add your Products & Services first so line items can be picked rather than typed.

Products and services

Finance → Products & Services → Add Product: a name, an optional description, a Unit Price, a Tax Rate, and whether it is a product or a service. Archive hides one from the pickers without touching the quotes and invoices that already use it; deleting does not affect them either.

Quotes

Finance → Invoicing → Quotes → New Quote. A quote has line items, a validity date, payment terms, and notes, and moves through Draft, Sent, Approved, Declined, Expired, and Converted.

Status changes are manual. Mark as sent on a draft, and Mark as Approved, Mark as Declined, and so on in the Actions menu, record what happened; nothing leaves ClientSphere when you mark a quote sent. Preview opens it as the customer would see it, and Download PDF produces the file to send.

Convert to Invoice appears on an approved quote, on its detail page and in the quotes list's row menu, and creates the invoice with the same lines, then opens it.

Invoices

Invoices → New Invoice, or convert a quote. Statuses are Draft, Sent, Paid, Partial, Overdue, and Cancelled.

• Preview opens the invoice at a public share link, a URL with a token rather than the invoice id, so it can be revoked. That is the link to give a customer.
• Download PDF produces the file.
• Mark as sent records that a draft went out. It does not email anyone.
• Record Payment takes an amount up to the remaining balance, a Payment Method of Manual, Credit Card, Bank Transfer, Check, or Cash, and an optional reference and notes. A full payment sets the invoice to Paid; a smaller one to Partial. The Payment History and Payment Summary on the invoice show the balance.
• Mark Overdue and Cancel Invoice are manual too. Sent invoices past their due date are also moved to Overdue by an hourly job.

Payments in the sub-navigation is the ledger across every invoice, filterable by method and date, with Export CSV.

Recurring plans

Recurring lists plans that generate an invoice on a schedule: weekly, monthly, quarterly, or annually. Each shows its next invoice date and how many it has generated. Pause stops generation without deleting the plan; Resume picks it up again; Delete removes the plan and leaves the invoices it already produced. Generation runs hourly.

The overview

Overview shows total quotes and invoices, outstanding, overdue, paid this month, revenue year to date, a monthly revenue chart, and a status breakdown. Money is shown in dollars regardless of the currency recorded on individual invoices.

What it does not do yet

• Email an invoice or a quote. "Sent" is a status you set. Download the PDF or share the link yourself.
• Payment reminders. The fields exist; nothing sends them.
• Multiple currencies. Each invoice records a currency, but totals are summed as plain numbers. Keep one currency per workspace.
• Online payment. Payments are recorded after the fact, not collected.

When it goes wrong

• "Please enter a valid payment amount." The amount is blank, zero, or more than the balance.
• Record Payment is disabled. The invoice is cancelled or already paid.
• Convert to Invoice is missing. The quote is not Approved.
• A cancelled invoice still shows as outstanding. It does not; check the status filter on the list.