Invoices & Quotes
Create, edit, finalize, and send invoices and quotes. Understand statuses and recurring billing.
InvoiceBoard gives you a split-panel editor for both invoices and quotes, with a live preview that updates as you type. This guide covers the full workflow from draft to delivery.
Invoice Lifecycle
Invoices move through the following statuses:
DRAFT → FINALIZED → SENT → PAID
Additional statuses: PARTIAL (part-payment received), OVERDUE (past due date, unpaid), CANCELLED (voided).
| Status | What it means |
|---|---|
| DRAFT | Being edited; not yet issued to the client |
| FINALIZED | Locked with a permanent number; ready to share |
| SENT | The client has been sent or shown the invoice |
| PAID | Paid in full |
| PARTIAL | Part of the total received; balance due is tracked |
| OVERDUE | Past the due date with an outstanding balance |
| CANCELLED | Voided; retained for your records |
Creating an Invoice
Go to Invoices → New Invoice. The editor has two panels:
Left panel (form):
- Business Profile card — select which profile appears as the sender
- Client card — select an existing client or add a new one
- Line Items card — add rows with description, quantity, and rate; subtotal, tax, and total are calculated automatically
- Additional Info card — currency, tax rate, due date, notes, payment instructions, and terms
Right panel (live preview): Updates in real time as you type, reflecting your chosen template and accent colour.
On mobile, use the Form / Preview toggle at the top to switch between panels.
Invoice Types
Standard
A one-off invoice for completed work or a sale. The most common type.
Recurring
For work billed on a regular schedule. Set the frequency (weekly, monthly, quarterly, or yearly) and a start date. InvoiceBoard automatically generates a new draft on each billing date — you review and finalize it before it reaches the client.
Finalizing an Invoice
Click Finalize when the invoice is ready to issue. Finalizing:
- Assigns a permanent invoice number from your sequence (e.g. INV-0042)
- Locks the document — the number and snapshots cannot be changed
- Generates a shareable link your client can open without logging in
To undo a finalized invoice, set its status to Cancelled and create a new draft.
Quotes
Quotes let you send an estimate before work begins.
- Go to Quotes → New Quote.
- Fill in the editor — business profile, client, line items, and validity date.
- Finalize and share the link with your client.
- Once accepted, click Convert to Invoice on the quote detail page — a pre-filled invoice draft is created from the quote data.
Quote statuses: DRAFT → SENT → ACCEPTED / DECLINED.
PDF Export
Click Download PDF in the editor toolbar at any time. InvoiceBoard captures the live preview and exports it as a PDF — including your logo, template, and accent colour. Works for both invoices and quotes.
Shareable Invoice Link
When you finalize an invoice, a unique link is generated: /invoice/<token>. Anyone with the link can view the invoice without an InvoiceBoard account. Share it by email, message, or any channel you prefer.
Once you receive payment (by bank transfer or your preferred method), mark the invoice as Paid from your dashboard.