Your first invoice

Before you start

Make sure you've completed these setup steps:

If you haven't completed these steps, check out ouraccount creation andpayment setup guides first.

Step 1: Start a new invoice

From your Plaen dashboard:

1. Click the "New Invoice" button (usually a prominent button in the top right)
2. Or use the Plus (+) icon in the sidebar
3. Select "Create Invoice" from the menu

Step 2: Add client information

The first section of your invoice is client details:

New client

If this is a new client, you'll need to add:

• Client name: Individual name or company name
• Email address: Where the invoice will be sent
• Address: Billing address (optional but recommended)
• Phone number: Contact number (optional)

Existing client

If you've invoiced this client before, start typing their name and select them from the dropdown. All their information will be auto-filled.

Step 3: Add invoice items

Now add the products or services you're billing for:

1. Item description: Clearly describe what you're charging for
2. Quantity: Number of units (hours, pieces, etc.)
3. Rate: Price per unit
4. Amount: Total for this line (calculated automatically)

Example line items:

Click "Add Item" to add more line items. You can add as many items as needed for your invoice.

Step 4: Set payment terms

Configure when and how you want to be paid:

Due date

• Due immediately: Payment expected upon receipt
• Net 15: Payment due within 15 days
• Net 30: Payment due within 30 days (most common)
• Custom date: Pick a specific due date

Payment methods

Select which payment methods to show on this invoice. You can choose from the payment methods you've set up in your account.

Step 5: Add notes and customization

Invoice notes

Add any additional information for your client:

• Project details or specifications
• Thank you message
• Next steps or deliverables
• Contact information for questions

Invoice number

Plaen automatically generates invoice numbers, but you can customize the format in your settings. Common formats include:

• INV-001, INV-002, INV-003
• 2024-001, 2024-002, 2024-003
• Your initials + number (JD-001)

Step 6: Preview your invoice

Before sending, always preview your invoice:

1. Click "Preview" to see how it will look to your client
2. Check all amounts and calculations
3. Verify client information is correct
4. Review payment methods and due date
5. Read through any notes or terms

Step 7: Send your invoice

When you're satisfied with the preview, you have several options:

Send via email

1. Click "Send Invoice"
2. Review the email message (you can customize it)
3. Click "Send Now" to deliver immediately
4. Or schedule it to send later

Share via link

1. Click "Get Shareable Link"
2. Copy the secure link
3. Share via WhatsApp, SMS, or any messaging app

Download PDF

1. Click "Download PDF"
2. Print or save the PDF
3. Send via your preferred method

After sending

Once your invoice is sent, you can track its progress:

Payment reminders

Plaen automatically sends payment reminders for overdue invoices. You can also send manual reminders or follow up with clients directly.

Common first invoice mistakes

• Wrong client email: Double-check the email address
• Unclear descriptions: Be specific about what you're charging for
• Missing payment methods: Make sure clients know how to pay
• Unrealistic due dates: Give clients reasonable time to pay
• Missing contact info: Include ways for clients to reach you with questions