Invoices

Invoices are at the core of MyCompanyDesk. Create professional invoices, send them to customers with payment links, and track payments through to completion.

Overview

The invoices page shows all your invoices with filtering and search capabilities. Use the status tabs to quickly view:

• All — Every invoice
• Draft — Created but not sent
• Sent — Delivered to customers
• Overdue — Past due date, unpaid
• Paid — Payment received
• Cancelled — Cancelled invoices

Creating an invoice

Full form

1. Go to Invoices > New Invoice
2. Select or create a customer
3. Add line items with description, quantity, unit price, and VAT rate
4. Set the invoice date and due date
5. Add optional notes or internal remarks
6. Click Save to create a draft

Quick Add

For faster creation:

1. Click the quick-add button on the invoices list
2. Select a customer
3. Add items or choose a template
4. Save (and optionally send immediately)

From a template

1. When creating a new invoice, click Use Template
2. Select a saved template
3. All line items are pre-filled — adjust as needed
4. Save and send

Invoice details

Each invoice has a detail page showing:

• Customer information
• Line items with subtotals
• VAT breakdown
• Total amount
• Status and history
• Payment link (if sent)

Actions

Send

Send the invoice to your customer via email. The email includes:

• A customizable message (based on your email template)
• The invoice PDF as an attachment
• A payment link for online payment

Download PDF

Download the invoice as a professionally formatted PDF document. The PDF includes your company logo, branding colors, and all invoice details.

Mark as paid

Manually confirm payment when a customer pays via bank transfer or other offline method.

Cancel

Cancel an invoice that should no longer be paid. Cancelled invoices remain in your records for auditing purposes.

Duplicate

Create a copy of an existing invoice — useful for recurring billing to the same customer.

Send reminder

Send a payment reminder for overdue invoices.

Bulk actions

Select multiple invoices from the list to perform actions in bulk:

• Send — Send multiple draft invoices at once
• Mark as paid — Record payment for multiple invoices
• Archive — Move invoices to the archive
• Delete — Permanently remove invoices

Payment links

When you send an invoice, a unique payment link is generated. Your customer can:

1. Click the link in the email
2. View the invoice in the customer portal
3. Pay directly online

Payment is automatically recorded and the invoice status updates to Paid.

Document types

The invoice module supports multiple document types:

• Invoice — Standard billing document
• Credit note — Adjustment for refunds or corrections
• Reminder — Payment reminder for overdue invoices

Filtering and search

Use the filter bar to narrow down your invoices:

• Status — Draft, Sent, Overdue, Paid, Cancelled
• Customer — Filter by specific customer
• Project — Filter by linked project
• Date range — Filter by invoice or due date
• Search — Search by invoice number, customer name, or description

Export

Export your invoices as CSV for use in Excel, Google Sheets, or your accounting software.

INFO

CSV export requires the Pro plan or higher.

Tips

• Set up your email templates before sending your first invoice
• Use recurring invoices for regular billing
• Check the reports page for revenue insights
• Enable AI suggestions for smart description improvements