Create professional invoices with flexible line items, tax calculations, and secure payment links. Streamline billing for exhibitions, events, and services.
Creating Invoices
To create an invoice:
Navigate to Payments > Invoices
Click Create Invoice
Select the client (or add a new one)
Enter invoice details:
Invoice number (auto-generated or custom)
Issue date
Due date (e.g., Net 30)
Invoice notes (payment instructions, terms)
Click Next to add line items
Adding Line Items
Build your invoice by adding one or more line items.
For each line item:
Enter a description (e.g., "Gallery rental - March 2026")
Select the category:
Exhibition rental
Artist commission
Installation services
Insurance
Custom
Enter quantity and unit price
System calculates subtotal automatically
Click Add Line Item to add more
Tax Configuration
Tax is automatically calculated based on your settings.
To adjust tax:
In the invoice editor, under Tax, enter the rate (e.g., 8.5%)
Select if tax applies to:
All items: Default
Specific items: Choose which line items are taxable
No tax: Tax-exempt invoice
The system recalculates the total automatically.
Tip: Keep tax settings consistent with your state or jurisdiction requirements. Add a tax ID to your invoice footer for compliance.
Sending Invoices
Once finalized, send invoices to clients with a secure payment link.
To send an invoice:
Was this article helpful?
Click Review & Send
Verify all details (client, items, totals)
Choose delivery method:
Email: Send directly to the client
Manual: Copy the invoice link to send yourself
Customize the email message (optional)
Click Send
The client receives an email with the invoice and a secure Pay Now button.
Payment Links
Secure payment links let clients pay invoices directly without leaving their email.
Payment link features:
Tokenized and encrypted (PCI compliant)
Accepts credit/debit cards via Stripe
Single-use or repeatable (configure in settings)
Automatic receipt email to payer
Tracks payment status in real-time
Clients can pay the full amount or a partial/installment amount (if you allow it).
Invoice Status Workflow
Track invoice progress through your dashboard:
Status
Meaning
Action
Draft
Not yet sent
Finalize and send
Sent
Delivery confirmed
Await payment
Partially Paid
Partial payment received
Email reminder or accept final payment
Paid
Full payment received
Archive or mark complete
Overdue
Past due date, unpaid
Send reminder email
Cancelled
Invoice voided
For corrections; create new invoice
To update invoice status manually:
Open the invoice
Click Mark as Paid or Mark as Cancelled
Add a note (e.g., "Check received") and save
Recording Payments
Automatic Payment Recording
When a client pays via the payment link, the system records it instantly:
Status updates to Paid (or Partially Paid if partial)
Receipt email sent to the payer
Payment recorded in Payments > Transaction History
Manual Payment Recording
If a client pays via check or bank transfer:
Open the invoice
Click Record Payment
Enter payment details:
Amount paid
Payment date
Payment method (Check, Bank Transfer, etc.)
Reference number (check number, transaction ID)
Click Record
PDF Generation
Invoices can be downloaded and printed as professional PDFs.
To download:
Open the invoice
Click Download PDF
Save to your computer or print directly
PDFs include:
Your organization's logo and branding
All line items and tax calculations
Payment terms and due date
Client and invoice details
QR code linking to the payment page (optional)
Tip: Customize your invoice template in Settings > Invoice Template to match your brand.
Bulk Invoicing
For recurring charges (e.g., monthly gallery rental), create invoices in bulk:
Go to Payments > Invoices
Click Bulk Create
Upload a CSV with client and line item data
Review the preview
Click Create All
All invoices are created at once and ready to send.
Troubleshooting
Payment link isn't working?
Verify Stripe is connected in Settings > Payment Methods
Check if the invoice is in Draft status (convert to Sent first)
Try in a different browser or incognito mode
Client says they paid but invoice shows unpaid?
Check Payments > Transaction History for the payment
If found, manually record the payment on the invoice
If not found, confirm the payment was sent to your Stripe account