Invoicing Clients
Invoices (Admin → Finance → Invoices) is for billing someone directly: a space rental, a sponsorship, a service you provided. You build the invoice from line items, send it with a payment link, and record payment however it arrives. This guide covers creating and sending one, recording payment, and billing an artist whose entry fee never went through.
Who can do this: Owners and Admins, and team members with Finance access. Invoicing is available on the Gallery plan and above; see Plans and Pricing.
Creating an invoice
Choose Create invoice. The dialog is titled with your organization's name and asks for:
- Customer contact, chosen from your existing contacts, or Enter manually to type one in.
- Billing name, Billing email and Billing phone.
- Due date.
- Line items, each with a Description, a Quantity and a Unit amount. Add as many as you need.
- Purchase order, if your client needs one on the document.
- Payment instructions and a Custom message / thank you, both printed on the invoice.
Finish with Save draft to keep working on it, or Save & schedule to queue it for sending.
Every line item is carried over to Stripe when the invoice goes out, so the client sees the same breakdown you built rather than a single lump sum, and Crafted Call checks the two match before it sends.
Sending it
Open an invoice and use the actions on its detail panel:
- Preview PDF shows exactly what the client will receive.
- Send test email delivers a copy to an address you choose, so you can read it before your client does.
- Add a short message in the box, then choose Send invoice.
If sending fails partway, nothing is lost and nothing is duplicated. Crafted Call records each step as it completes, so retrying picks up where it stopped rather than starting a second invoice or charging twice. Retry the send rather than creating a replacement.
Invoices print at your organization's paper size, A4 or Letter, set with your other localization settings.
Tracking status
The invoice list shows Invoice, Status, Recipient and Due, with your outstanding balance above it. Statuses are:
| Status | Meaning |
|---|---|
| draft | Built but not sent |
| scheduled | Queued to send |
| sent | Delivered to the client |
| viewed | The client opened it |
| partial | Some of the balance is paid |
| paid | Settled in full |
| overdue | Past the due date and unpaid |
| void | Withdrawn, with a reason recorded |
| canceled | Cancelled, with a reason recorded |
Void invoice and Cancel invoice both ask for a reason and are available until the invoice is paid. Use them rather than editing a sent invoice, so the client's copy and yours stay the same document.
Recording a payment you received elsewhere
When a client pays by check or transfer, open the invoice and use Record payment: Amount received, Payment reference such as a check number, Payment method and Payment date. Partial amounts are fine; the invoice moves to partial and keeps its remaining balance.
Payments made through the invoice's own payment link are recorded for you.
Add a note to any invoice to leave context for whoever reads it next.
Billing an unpaid entry fee
An artist who started a submission and abandoned it at the payment step leaves a draft you may still want to bill. Open the submission and choose Send Payment Link. The submission moves to awaiting payment and the artist gets a link to complete it. If they need a nudge later, the same control reads Resend Payment Link.
This is a submission action rather than an invoice, so it does not appear in your invoice list. It is the right tool when the amount owed is an entry fee.
Troubleshooting
The payment link does not work. Confirm Stripe is connected for your organization, and that the invoice has actually been sent rather than left as a draft.
The client says they paid but the invoice is unpaid. Check your payments list for the transaction. If it is there, record the payment against the invoice. If it is not, the money did not reach your Stripe account.
I need to change a sent invoice. Void it with a reason and issue a new one. Editing a document the client is already holding causes more confusion than it saves.
I need to refund an invoice payment. Refund the payment itself; see Issuing Refunds.
Next steps
For invoicing help, contact support@craftedcall.com.
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