Invoice builder walkthrough

Invoice builder overview

Plaen's invoice builder is designed to be intuitive while providing powerful features for creating professional invoices. The interface is divided into logical sections that follow the natural flow of invoice creation.

Getting started

Access the invoice builder by:

1. Clicking "New Invoice" from your dashboard
2. Using the Plus (+) icon in the navigation
3. Keyboard shortcut: Ctrl/Cmd + N
4. From the invoices list, click "Create Invoice"

Section 1: Invoice header

The top section contains your business information and invoice metadata:

Your business details

• Company name/Your name: Pulled from your account settings
• Business address: Your registered business address
• Contact information: Phone, email, website
• Logo: Upload your company logo (Business accounts)

Invoice metadata

• Invoice number: Auto-generated, customizable format
• Invoice date: Defaults to today, adjustable
• Due date: Based on your default payment terms
• Reference number: Optional project or PO reference

Section 2: Client information

Add or select client details for billing:

Client search

Start typing in the client field to search existing clients. Plaen will show matching results and auto-fill all information when you select a client.

New client fields

• Client name: Individual or company name
• Email address: Primary contact email
• Billing address: Complete address for records
• Phone number: Contact number (optional)
• Tax ID: Business registration number (optional)

Client management

New clients are automatically saved to your contacts. You can:

• Edit client information before saving
• Add internal notes about the client
• Set default payment terms for this client
• Assign clients to specific projects or categories

Section 3: Line items

The heart of your invoice - products and services you're billing for:

Adding items

Click "Add Item" to create a new line. Each line contains:

• Description: What you're charging for
• Quantity: Number of units (hours, pieces, etc.)
• Rate: Price per unit
• Amount: Automatically calculated (Qty × Rate)

Item descriptions

Write clear, professional descriptions:

Managing multiple items

• Reorder items: Drag and drop to rearrange
• Duplicate items: Copy similar services or products
• Delete items: Remove unwanted lines
• Item templates: Save common items for reuse

Section 4: Calculations and totals

Plaen automatically handles all calculations:

Subtotal

Sum of all line item amounts before taxes and adjustments.

Discounts

Apply discounts as:

• Percentage: 10% off total
• Fixed amount: GHS 500 discount
• Per-item: Different discounts per line item

Taxes

Configure tax settings:

• VAT/Sales tax: Standard rate or custom percentage
• Multiple tax rates: Different rates for different items
• Tax-inclusive pricing: Include tax in the displayed rate
• Tax exemptions: Mark certain items as tax-free

Final total

The amount the client needs to pay, including all adjustments.

Section 5: Payment and terms

Payment methods

Select which payment methods to display:

• Mobile money (MTN, Vodafone, AirtelTigo)
• Bank transfer details
• Cryptocurrency addresses
• Custom payment instructions

Payment terms

Choose from standard terms or create custom ones:

• Due immediately: Payment on receipt
• Net 15/30/60: Payment due within specified days
• Custom due date: Specific calendar date
• Partial payments: Milestone-based payments

Section 6: Notes and customization

Invoice notes

Add helpful information for your client:

• Project details or deliverables
• Thank you message
• Next steps or follow-up actions
• Contact information for questions

Terms and conditions

Add standard terms like:

• Late payment fees
• Refund policy
• Intellectual property rights
• Limitation of liability

Preview and finalization

Before sending, always preview your invoice:

1. Click "Preview" to see the client view
2. Check all calculations and totals
3. Verify client contact information
4. Review payment methods and terms
5. Proofread all text for errors

Keyboard shortcuts

Speed up invoice creation with these shortcuts:

Best practices

• Save early and often: Use draft mode while building
• Double-check math: Even though it's automated
• Be descriptive: Clear item descriptions prevent confusion
• Set realistic due dates: Give clients time to process payment
• Include contact info: Make it easy for clients to reach you