- 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
- View past invoices
- Edit unpaid 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 |
| Description | |
|
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. Click the Filter button next to the search box to filter a date range or Invoice status.
To filter by status, check the box next to the relevant filter(s). Past Due invoices are technically unpaid invoices and will show up when filtering on Unpaid.
Editing an Invoice
Unpaid invoices can be edited and resent to the customer. Locate the Invoice and click the Invoice number to navigate to the Invoice details screen. Click Edit Invoice to make changes.
Update Customer information such as email address or phone number, add Items or modify Item counts, and Invoice totals.
Once changes have been made to an Invoice, click on Send Updated Invoice to deliver to the customer. Customers will receive a new message via email or SMS that they’ve received an Updated Invoice from your business. The original Invoice link will remain the same. If your customer references your original Invoice, the updated Invoice will present to them with a note that the Invoice has been updated.
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.