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
- Copy a shareable invoice link
Manage and view invoices:
- View past invoices
- Create and edit drafts
- 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 manual reminders for overdue invoices
- Configure Automated 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 customers 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 for an existing customer name in your list of saved names or create a new one.
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 customer's 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. Once the invoice details have been entered correctly, you can either save the invoice as a draft and come back to it later or you can click Send Invoice and input the customer’s email address, phone number, or both to send the invoice out.
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 automatically create a new item in your current item catalog.
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 enabled in your SwipeSimple Account Settings, merchants have the option to prompt the cardholder for a tip using 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 appear when filtering on 'Unpaid'.
Saving a Draft
When creating an invoice, you have the option to save it as a draft by clicking the “Save Draft” button, located to the right of the invoice total.
Once a draft is saved, you’ll find the draft in your invoicing dashboard with the status “Draft.” Click the invoice number in the dashboard to open the draft and resume editing.
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 addresses or phone numbers, and modify Item counts and Invoice totals as needed.
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 be presented to them with a note stating that the Invoice has been updated.
Sending an Invoice
Once your invoice is completed, click the "Share Invoice" button. A pop-up will appear, offering you several options.
- Email - Provide an email address to send the invoice to. The customer will receive an email with a link to pay their invoice online.
- Text Message - Provide a textable phone number to send the invoice to. The customer will receive an sms text with a link to pay their invoice online.
- Web Link - Select this option if you want to create a shareable link that can be copied and pasted into an external tool. If this is the only option you select, it will only make a shareable URL that you must send to the customer yourself, outside of SwipeSimple. You can always choose to resend the invoice if you mistakenly chose this option.
Note: If the selected customer has an email and/or phone number on their profile. This information should auto-populate.
You can choose to email, text, create a web link, or use any combination of these options. Once you've made your selections, click "Share Invoice" to generate the invoice. If you chose email and/or text, the invoice will be sent to the customer via that method.
If you selected Web Link, a pop-up will appear with the shareable link.
Shareable Invoice Links
Once an Invoice has been created, you can either share the link via the method above or you can reopen the invoice editor and click the Copy Link button to retrieve the URL again. Please note that this only applies to invoices that have been generated and remain unpaid.
How do invoice statuses work?
From the Invoices tab on SwipeSimple Dashboard, you’ll see the Status column and corresponding values beneath.
| Status | Definition |
| Draft | This invoice is a draft and has not been sent to a customer. |
| Unpaid | This invoice has been sent to a customer, but a payment has not been received. |
| Mark as Paid | This invoice has been sent to a customer and was manually marked as paid. (This is usually used when a customer pays for the invoice via cash, check, or other means outside of SwipeSimple.) |
| Paid | This invoice has been sent to a customer and it was paid for by debit or credit card. |
| Past Due | This invoice has a past due date and remains unpaid. |
| Delivery Failed | This status occurs in the rare instance we are unable to deliver the invoice to an email and/or phone number. To resolve, go to the invoice details, click the Resend button and enter a new email address or phone number. |
| Void | This invoice was voided by the merchant and cannot be edited or resent. Create a new invoice. |
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. Alternatively, you can also click the Copy Link button to copy a shareable URL that can be sent outside of SwipeSimple.
If resending via email or text, enter the email address or phone number to which you would like to send the invoice (the previously used email or phone number is auto-populated for convenience). Additionally, you can choose to send a copy to yourself.
To complete the process, click the Send Invoice button.
If using the copy link option, click the button to copy the URL and paste it into the email or text you wish to send outside of SwipeSimple.
Set Up Automated Reminders
In addition to manually resending invoices, you can configure your SwipeSimple account to remind recipients of their unpaid invoices automatically. To do this, you’ll need to navigate to Account Settings > Invoices. From there, you’ll see an option for Automated Reminders.
Important Note
Enabling this feature will also trigger automated reminders for any outstanding unpaid invoices. Be sure to review your outstanding invoices first to ensure you aren't accidentally sending notifications for invoices that aren't necessary. We recommend manually marking them as paid if you've collected payment outside of SwipeSimple, or voiding them if they are no longer valid, before enabling this feature.
Reminder Options
Before Due Date - Select the number of days before the due date to send a reminder.
After Due/Send Date - Select the number of days after an invoice is sent or a due date has passed, as well as the number of times a reminder is sent.
Additional Information: Invoice reminders will be sent to the recipient at the email address and/or phone number listed on the original invoice. Automated reminders will not be sent if a manual reminder was sent within the last 24 hours.
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.
What happens when a payment transaction is voided?
Voiding an invoice from the Invoices tab is different from voiding the payment transaction associated with a paid invoice.
If a paid invoice’s payment transaction is voided from the Transactions page or the mobile app, the invoice will automatically return to Unpaid status. This happens because a void cancels the transaction before it settles — the money never moved, so the balance is still outstanding.
Once the invoice is back to Unpaid, you can:
- Resend the invoice to your customer
- Mark it as Paid if payment was collected another way
- Void the invoice from the Invoices tab if it is no longer needed
| Note: Refunding a paid invoice’s transaction does not reopen the invoice. A refund is a completed action — the product does not assume the invoice balance is still owed. |