Invoices on Web: How To Guide

Create and send invoices:
  • Directly add items from your item catalog to an invoice
  • Set the invoice due date
  • Collect tax on the invoice
  • Customize invoices with your company logo, footer text, and customer-specific notes
  • Send invoices via email or SMS text
Manage and view invoices:
  • View past invoices
  • View the status of all invoices – paid and unpaid
  • Manually mark an invoice as paid, if paid by the customer via cash or check
  • Send reminders for overdue invoices
  • Search and filter invoices for easy viewing
  • Export invoices into a .CSV file

Create an Invoice

When using SwipeSimple at a computer, you can create, customize and send Invoices. Now, in addition to sending Invoices to your customer via email, you can text or send the invoice via SMS.

To create an Invoice, navigate to the Invoices tab. 

Click the Add New Invoice button. 

Select the Customer Name field and either search within your existing list of saved customer names or create a new customer. 

For an existing customer with an email on file, that email will populate automatically. If entering in a new customer’s name, add that customer’s email. Any new customer name and email will be saved to the Customers records. 

In creating an invoice, there are required and optional fields:

 Required Fields  Optional Fields
 Customer Name  Tax
 Customer Email  Due Date
 Invoice Number  Note

 Unit Price


Review information in the invoice to ensure it is correct. Note: You will not be able to edit the invoice after sending. Once the invoice details have been entered correctly, click Send Invoice and input the customer’s email address, phone number, or both.


Adding Items to your invoice

In the description field, you can enter an item from your existing catalog or create a new item.
Note: adding new items will not create a new item in your current item catalog automatically.

To enter an item from your existing catalog, either begin typing the name of that item in the search bar or use the drop down arrow to search.


Prompt for Tip

If tipping is turned on in your SwipeSimple Account Settings, merchants have the option to prompt the cardholder for a tip with this checkbox. When enabled, your customer’s Invoice will include a section for your customer to add a tip. Below the payment form, there will be five options: three prepopulated customizable percentage suggestions, No Tip, and Custom Tip to allow your customer to enter a free form dollar amount.

Search and filter invoices

From the main Invoices tab on SwipeSimple Dashboard, you can search by invoice number or customer name in the main search bar, or use the filter drop down on the left to search by date sent or status.

To filter on date range, click on the filter button, then click on the date field and choose an appropriate date range front he calendar picker.


To filter by status, check the box next to the relevant filter(s). Note: Past Due invoices are technically also Unpaid invoices and will show up when filtering on Unpaid.


How do invoice statuses work?

From the Invoices tab on SwipeSimple Dashboard, you’ll see the Status column and corresponding values beneath.


Re-Sending an invoice

From the Invoices tab on SwipeSimple Dashboard, you can resend any invoice.

Click into the invoice you would like to resend and click the Resend Invoice button in the top right hand corner.

Next, enter the email address or phone number you would like to send the invoice to (the previously used email or phone is auto-populated for convenience). Additionally, you can choose to send yourself a copy.

To complete the process, click the Send Invoice button.


Can I void an invoice?

From the Invoices tab on SwipeSimple Dashboard, you can void any invoice.

To void an invoice, go to the invoice details page and click the Void Invoice button in the upper right hand corner.

Voiding an invoice makes it no longer payable by a cardholder and can not be undone.

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