Getting paid shouldn't be complicated. But I've seen plenty of small business owners cobbling together invoices in Word, emailing PDFs manually, and losing track of who's actually paid. Once I built the invoice module into EasyLedger, I wanted it to be the kind of thing you set up once and never have to think about again. Here's how it works.
Step 1: Set Up Your Business Profile
Don't skip this part. Go to Settings → Business Profile and fill in your business name, address, phone, email, and logo. Everything you enter here shows up automatically on every invoice — so doing it right once means you never have to type it again.
Step 2: Add Your Client
Go to Customers → Add New Customer and enter their details:
- Business or full name
- Billing address
- Email address (this is where the invoice gets sent)
- Phone number (optional)
- Any account notes you want to remember
Save them once and they're in your system for good. Every future invoice just pulls from this record.
Step 3: Create the Invoice
Go to Invoices → New Invoice. Select your client, set the invoice date and due date, then add your line items — description, quantity, unit price. EasyLedger handles the math: subtotals, tax, total, all calculated automatically as you go.
The invoice number is assigned for you, but you can change it if you need to match a specific numbering system. There's also a memo field for payment terms or any notes you want the client to see.
Step 4: Preview and Send
Hit Preview before you send anything. You'll see the exact PDF your client is going to receive — logo, your business details, line items, totals. If something looks off, fix it before it goes out.
When it looks right, click Send Invoice. EasyLedger generates the PDF and emails it straight to your client. If you'd rather send it yourself, you can download the PDF instead.
Step 5: Track Payment Status
Once sent, the invoice sits in your Outstanding list. When money comes in, open the invoice and click Record Payment — enter the amount, date, and how they paid. If they're paying in installments, each payment gets tracked against the balance until it's cleared.
Once it's fully paid, EasyLedger moves it to Paid automatically and records it in your income for that period. Nothing falls through the cracks.
Setting Up Recurring Invoices
If you have clients you bill the same amount every month — retainers, ongoing services, subscriptions — set up a recurring invoice. You configure it once with the frequency (weekly, monthly, quarterly) and EasyLedger generates and queues it automatically on schedule.
Honestly, this is one of my favorite features. For service businesses with repeat clients, it's a real time-saver.
Chasing Overdue Invoices
The Invoices section shows you exactly which invoices are overdue and by how many days. When something goes past due, click Send Reminder — it fires off a follow-up email to your client with the original invoice attached. In my experience, most late payments get resolved with one reminder.