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Finance: Invoices and Payments

Last Update לפני 6 ימים

Invoices & Billing Finance Dashboard Overview Connecting Stripe to TalleFlow Payments & Invoicing Tracking Payments from Contacts

Invoices & Billing

Vaasu Guduguntla

Last Update לפני חודש

Invoices in TalleFlow are billing documents you send so clients can pay for your work. You can create a standalone invoice, or include one in a proposal (proposals still get an Invoice block by default).

Invoices connect to Stripe for online payment and can be linked to a project so amounts stay with the rest of that job.
New invoices use a flexible layout: branding and “Bill to” live in editable blocks on the page. The Invoice tool is for line items, tax, discounts, and the payment plan.

New Invoice Layout

When you create an invoice (or a proposal with an invoice), the canvas already includes:
  1. Logo and business name, address, email, phone, website
  2. Bill to (client) next to Invoice #, Date issued, Due date, and PO number
  3. Project, date, and location if the file is linked to a project
  4. The Invoice tool (packages, items, totals)
You can move, restyle, or rewrite those header blocks like any other text or image. The Invoice tool still calculates totals.

Logo and business details pull from Business Settings → Branding and General when they’re available. Client fields use merge tags and fill in when you send to a contact.

Upgrade an Older Invoice or Proposal

If a file still uses the old all-in-one Invoice tool, you’ll see a banner: New invoice layout available.
  1. Click Upgrade layout.
  2. Confirm. Line items, pricing, and payment settings stay the same. Branding moves onto header blocks you can edit.
  3. Save the document to keep the change.
You can dismiss the banner and keep the old layout.
Upgrade is blocked after the document has been sent, or if it is archived. Duplicate the file and upgrade the copy if you need the new layout for a new send.

How to Create an Invoice 

Owners and admins can create invoices (members and collaborators cannot).
  1. Go to Documents.
  2. Click Create and choose Invoice (or start a Proposal if the invoice should live in a proposal).
  3. Choose Template (reuse later) or File (one-time; files must be tied to a project).
  4. Start blank or pick a design from your templates / the library.
  5. In the editor, click the Invoice block to open the properties panel.
Name the document clearly (for example, July website maintenance – Invoice). Save, then send by email, share a link, or share through the client portal.

What’s on the Page vs. in the Invoice Tool

Edit on the Canvas (Header Blocks)

  • Logo
  • Your business info
  • Bill to
  • Invoice number, issue date, due date, PO
  • Extra notes or payment-terms text (add a text block if you want it)

Edit in the Invoice Tool

Click the Invoice block to edit:

  • Packages and line items
  • Tax, surcharge, and discounts
  • Travel / distance fees (optional)
  • Checkout tipping (optional)
  • Preset payment plan (installments and due dates)
  • Apply a saved invoice template to this block
On the new layout you do not upload the logo or type Bill To inside the Invoice tool, and there is no Pay Now button on the page. Clients pay from the invoice view in the portal (or your payment link), as long as Stripe is connected.

Line Items and Packages

Click the Invoice tool. The panel has Items and Pricing.
You can:
  • Search packages… to insert a package from Offerings
  • Search items… to insert a service item
  • Add package to compose one on the invoice
  • Add item for a single line (qty, unit, price, description, optional image)

Package Pricing

For a package, choose Total pricing:
  • Flat package price — the package total is the price you set. Sub-item prices can still be shown.
  • Add up item prices — the package total is the sum of its sub-items.
Use Add Sub Item under a package when you need nested lines.

Tax, Surcharge, and Discount 

  • Apply discount — fixed amount or percent
  • Apply tax — percent (Finance tax rate is used when you’ve configured one). You can also Apply tax on individual lines unless tax is set for the whole document.
  • Apply surcharge — percent on the total
Totals on the canvas update from the Invoice tool. On the new layout you do not click Save Invoice in the panel (that button is only on the old tool). Save the document from the editor header when you’re done.

Stripe must be connected, and the invoice total must be at least $0.50, before clients can pay online.

Payment Plan and Due Date

Due date comes from the Preset payment plan in the Invoice tool (not a separate due-date field in the old header).
A new invoice starts with one payment due on the invoice date. You can:
  • Change the amount (custom, percentage of total, or equal split)
  • Set when each installment is due (a specific date, or relative to send / project dates)
  • Add more rows for deposits and balances
The first row’s due date is what shows as Due date on the page.

Bill To Auto-Fill 

Bill To uses the client’s name, email, and address.
  • Click Send to Contact
  • Choose the contact
  • Click Done
  • Open Preview (eye) in the editor
Until you pick a contact, you’ll see placeholders / merge tags.

Customizing the Look

Because branding is on the canvas, you can:
  • Resize or replace the logo
  • Change fonts, colors, and spacing on header text
  • Rearrange columns (for example, put invoice # above Bill To)
  • Add headings, notes, or terms as extra text blocks
  • Change the Invoice tool’s section background
This is more flexible than the old tool, where logo and Bill To were locked inside the Invoice block.

    Payments (Stripe)

    Connect Stripe under Business Settings → Connected Tools (or Finance).
    Clients can pay by card (Visa, Mastercard, Amex, Discover). Payment is PCI-compliant. Status updates when payment succeeds.
    Optional in the Invoice tool:

    • Checkout tip — let clients add a tip at payment
    • Travel Fee — distance or zone charges when you use that offering
    There is no embedded Pay Now button on the new layout. Payment lives in the invoice/portal chrome so the page layout stays clean.

    Sending Invoices

    When the document is ready:

    • Send to Contact — email from TalleFlow
    • Share a link — secure view
    • Client portal — view and pay with other project files
    Save before you send. After a send, you cannot upgrade that file to the new layout.

    Invoice Statuses

    Payment status (Finance / the invoice):
    • Draft — not issued yet
    • Pending — sent, awaiting payment
    • Partially paid — some installments or a partial amount received
    • Paid — paid in full
    • Overdue — past the due date without full payment
    • Void — cancelled / voided
    Refunds show separately as Partially refunded or Refunded. See your Refunds article for that walkthrough.

    💡Best Practices

    • Send as soon as the work (or deposit) is due
    • Use clear package and item names
    • Set the payment plan so the due date and deposits match your terms
    • Connect Stripe before you send if you want online payment
    • Follow up before and after the due date
    • Keep the saved document for your records

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