A professional invoice does more than request payment — it reflects your brand, sets clear expectations, and makes it easy for clients to pay you. This walkthrough covers everything you need to know to create, send, and track invoices in EasyLedger.
Step 1: Set Up Your Business Profile
Before creating your first invoice, make sure your business profile is complete. Go to Settings → Business Profile and fill in your business name, address, phone, email, and logo. This information appears automatically on every invoice you generate, so getting it right once saves time on every future invoice.
Step 2: Add Your Client
Navigate to Customers → Add New Customer. Enter the client's:
- Business or full name
- Billing address
- Email address (used for sending invoices directly)
- Phone number (optional)
- Any notes relevant to the account
Once saved, this client is available in all future invoices. You only need to add them once.
Step 3: Create the Invoice
Go to Invoices → New Invoice. From here:
- Select your client from the dropdown
- The invoice number is assigned automatically, but you can customize it
- Set the invoice date and due date
- Add line items — description, quantity, unit price
- Apply a tax rate if applicable
- Add any notes or payment terms in the memo field
EasyLedger calculates subtotals, taxes, and the total automatically as you add line items.
Step 4: Preview and Send
Click Preview to see exactly what your client will receive. The preview shows the final PDF layout with your logo, business details, line items, and totals. If anything needs adjusting, go back and edit before sending.
When you're satisfied, click Send Invoice. EasyLedger will generate a PDF and email it directly to your client's address on file. You'll also have the option to download the PDF if you prefer to send it manually.
Step 5: Track Payment Status
After sending, your invoice moves to the Outstanding list in the Invoices section. When payment arrives, open the invoice and click Record Payment. Enter the amount, date, and payment method. EasyLedger supports partial payments, so if a client pays in installments, each payment is tracked against the invoice balance.
Once fully paid, the invoice is automatically moved to Paid status and the payment is recorded in your income for that period.
Setting Up Recurring Invoices
If you bill the same client for the same amount regularly — monthly retainers, ongoing services — use the recurring invoice feature. Set it up once with the frequency (weekly, monthly, quarterly) and EasyLedger generates and queues the invoice automatically on schedule.
This is one of the biggest time-savers in EasyLedger for service businesses with repeat clients.
Chasing Overdue Invoices
The Invoices section shows you at a glance which invoices are overdue and by how many days. For overdue invoices, click Send Reminder to fire off a polite follow-up email to your client with the original invoice attached. Most late payments are resolved with a single reminder.