Invoices & Proposals

Overview

Invoices and proposals are the core of billing in Every. Proposals let you collaborate with clients before work begins — build structured estimates, get approval, then convert to an invoice with one click. Invoices are payment requests you send after work is complete (or at milestones), with branded templates, online payments, and full email tracking. Typical flow: Create proposal → Client approves → Convert to invoice → Client pays You can also create invoices directly when no proposal is needed.

Open Invoices

View and manage all your invoices

Open Proposals

View and manage all your proposals

Invoices

Creating Invoices

Required to create an invoice:

Client (select from existing clients; create clients first if needed)
At least one line item (from services, products, manual entry, time records, or expenses)

All other fields (payment terms, notes, attachments) are optional.

Go to Invoices → Create Invoice → Select client → Add line items → Set payment terms → Save as Draft or Send

Ask Every Agent: Create invoices with natural language:

“Create an invoice for ACME Corp for $5,000”
“Make a draft invoice for Tech Solutions with 20 hours of consulting at $150/hour”
“Invoice Client ABC for the web design project we discussed”

Invoice Components

Client Selection

Every invoice must have a client. Select from existing clients — their name, email (for delivery), address, and CC emails appear automatically. You cannot change the client after an invoice is issued.

Line Items

Fields: Description, quantity, rate, tax (optional), total (auto-calculated) Adding line items:

From Services: Select a saved service — details auto-fill, adjust quantity
From Products: Select a saved product or variant — details auto-fill, adjust quantity
Manual Entry: Add a line item and enter description, quantity, rate, tax
From Time Records: Select unbilled time — converts to line items (hours x rate), marked as billed
From Expenses: Select billable expenses — becomes line items, marked as billed

Ask Every Agent: Add line items easily:

“Add 10 hours of consulting to the invoice for Client ABC”
“Add my unbilled time from last month to this invoice”
“Add all billable expenses for ACME Corp to their invoice”

Financial Details

Calculation: Subtotal - Discount + Tax = Total Amount Due (all automatic)

Tax: Applied per line item or to the entire invoice with a configurable rate. See Tax Management below.
Discounts: Percentage (10%, 15%) or fixed amount ( $50,$ 100) applied to subtotal before tax.

Ask Every Agent: Apply discounts:

“Apply a 10% discount to the invoice for returning customer”
“Give ACME Corp a $500 discount on their invoice”

Payment Terms

Issue Date: Defaults to today, can be backdated
Due Date: Auto-calculated from org defaults or set manually (determines overdue status)
Reference/PO Number: Client’s purchase order or project reference (optional)
Online Payments: Enable Stripe “Pay Now” button per invoice

Notes, Terms & Attachments

Add custom notes for payment instructions, terms, or thank-you messages. Organization defaults auto-fill and can be edited per invoice. You can also use Note Templates for reusable text. Upload PDFs, images, Word docs, or Excel files (up to 5MB each). Attachments are visible and downloadable by clients on the public invoice page.

Ask Every Agent: Manage attachments:

“Attach the contract to invoice INV-123”
“Add the signed agreement to the ACME Corp invoice”

Templates & Branding

Choose from Modern, Classic, Professional, or Creative templates. Your logo, brand colors, and styling apply automatically. Override the default template per invoice if needed.

Invoice Status Lifecycle

Status	Description
Draft	Work in progress — not sent, fully editable, not visible to client
Issued	Sent to client — payment pending, email delivered, public page available
Paid	Payment received — full amount paid, automatically updated
Overdue	Past due date — no payment received, needs follow-up
Void	Cancelled — no payment expected, preserved for records, cannot be un-voided

Invoice status updates automatically based on due dates and payments received.

Sending Invoices

Review invoice → Check client email → Preview → Click Send Invoice What happens: Email sent to client (and CC recipients), status changes to Issued, public invoice page created, email tracking begins. Email contains PDF attachment, public page link, and payment instructions.

Ask Every Agent: Send invoices:

“Send invoice INV-123 to the client”
“Send the ACME Corp invoice now”

Email Delivery Tracking

Track delivery, opens, clicks, bounces, and spam reports with timestamps in the Email Activity section. Use this to time follow-ups and identify delivery issues.

Resending Invoices

Open invoice → Click Resend Invoice → Add message (optional) → Send. Creates a new email event with separate tracking while preserving full history.

Ask Every Agent: “Send a reminder for the ACME Corp invoice”

Scheduled Sends

Queue invoices to send automatically on a future date/time instead of sending immediately. Perfect for aligning with project milestones, client billing cycles, or month-end cadences. How to schedule:

Complete invoice details → Click Schedule Send (instead of “Send Invoice”) → Choose date and time → Confirm
Or open an existing draft → Schedule Send → Select future date/time → Confirm

When the scheduled time arrives, the system automatically sends the invoice, changes status to Issued, creates the public page, and starts email tracking.

Ask Every Agent: Manage scheduled sends:

“Schedule invoice INV-123 to send on January 1st at 9:00 AM”
“Reschedule the ACME Corp invoice for next Friday”
“Show me all invoices scheduled to send this week”
“Cancel the scheduled send for invoice INV-123”

Invoices scheduled for past dates will send immediately when the schedule is created.

Public Invoice Pages

Every issued invoice has a secure, branded public page with full invoice details, your branding, line items, payment terms, downloadable attachments, and a Pay Now button (if Stripe is connected). Mobile-responsive, print-friendly, with a unique non-guessable URL. Payment flow: Client opens page → Clicks Pay Now → Enters card details → Payment processes → Invoice marked Paid automatically → Confirmation sent to both parties

Managing Invoices

Editing

Draft invoices: Edit freely — change any field, add/remove line items, update client
Issued invoices: Limited editing — can’t change amounts or client, but can add attachments/notes and record payments

Once an invoice is issued, major changes are restricted. Create a new invoice or void the old one if significant changes are needed.

Voiding

Open invoice → Click Void Invoice → Add reason (optional) → Confirm. Status changes to Void, removed from outstanding balances, preserved in history. Cannot be un-voided.

Ask Every Agent: “Update invoice INV-123 status to void”

Duplicating

Open invoice → Click Duplicate Invoice → New draft created with same client, line items, notes, and terms → Adjust as needed → Send. Great for recurring manual invoicing or similar projects.

Duplicating invoices must be done via the UI. The agent cannot duplicate invoices directly.

Archiving

Select invoices → Click Archive → Invoices hidden from main view (still accessible via filter, included in reports, can be restored).

Ask Every Agent: “Mark all paid invoices from last year as archived”

Filtering & Search

Summary cards (total, paid, overdue), filters by status/client/date range, search by invoice number/client/amount, sort options, and bulk actions.

Ask Every Agent: View and filter invoices:

“Show me all draft invoices”
“List all overdue invoices”
“Show invoices for ACME Corp from last month”

Invoice Activity Timeline

Complete chronological history of all invoice events: created, edited, sent, delivered, opened, clicked, payment received, voided, and notes/attachments added. Includes timestamps, actor, and event details. Filterable and exportable for audit trails.

Common Invoice Workflows

Standard Invoicing: Create → Select client → Add line items → Review → Send → Track delivery → Receive payment Time-Based Invoicing: Track time → Create invoice at billing cycle → Add time records as line items → Send → Time records marked as billed Expense Billback: Log expenses → Mark as billable → Create invoice → Add expenses as line items → Send → Expenses marked as billed

Proposals

Creating Proposals

Required to create a proposal:

Client (select from existing clients)
Title (descriptive name)
At least one line item (scope description and pricing)

Go to Proposals → Create Proposal → Fill required fields and optional fields (scope, client message, media, attachments, terms, expiration) → Save as Draft or Send

Ask Every Agent: Create proposals:

“Create a proposal for website redesign project, $15,000 for ACME Corp”
“Draft a proposal for consulting services at $150/hour for Client XYZ”
“Generate a proposal for mobile app development, 3 months at $12,000”

Proposal Components

Title & Scope: Short descriptive title (e.g., “Website Redesign Proposal”) plus detailed scope covering what’s included/excluded, timeline, deliverables, and success criteria.

Ask Every Agent: “Add detailed scope to this proposal describing 5-page website build”

Client Message: Personal greeting, context about the proposal, and next steps. Adds warmth to the professional document. Line Items: Same system as invoices — select from saved services or products, or create custom line items with description, quantity, rate, tax, and discounts. Media & Attachments: Add inline images (mockups, design samples, portfolio) and downloadable files (specifications, contracts, reference materials). Supported: JPG, PNG, PDF, DOCX (up to 5MB per file).

Proposal Status Flow

Status	Description
Draft	Work in progress — not sent, fully editable
Issued	Sent to client — awaiting response, public page available
Approved	Client accepted — captures signer name, email, timestamp; ready to convert to invoice
Void	Cancelled/declined — preserved for history

Unlike invoices, proposals can be revised and reissued if the client requests changes.

Sending Proposals

Complete proposal → Review → Send Proposal → Email sent to client with branded message and proposal link. Client receives a professional, branded public page with your logo, full proposal details, line items, scope, media/attachments, and a prominent Approve Proposal button. Mobile-optimized for review and approval from any device.

Ask Every Agent: Send and track proposals:

“Send the ACME Corp proposal to their email”
“Has ACME Corp viewed their proposal yet?”
“Show me all pending proposals”

PDF Generation

Generate professional PDF versions for offline sharing, client records, or printing. Open proposal → Generate PDF → Download.

Ask Every Agent: “Create a PDF of the ACME Corp proposal”

Approval Process

Client side: Receives email → Clicks link → Reviews details → Clicks Approve Proposal → Enters name and email → Submits Your side: Receive notification → Approval details recorded (name, email, timestamp, IP) → Status changes to Approved → Ready to convert to invoice

Ask Every Agent: Handle approvals:

“Did ACME Corp approve their proposal?”
“List proposals that clients have approved but not yet invoiced”

Converting Proposals to Invoices

One of the most powerful features: instant conversion of approved proposals to invoices. Open approved proposal → Convert to Invoice → New invoice created with same client, line items, attachments, pricing, discounts, and taxes → Review → Adjust dates/payment terms if needed → Send What’s preserved: All line items, client info, attachments, descriptions, pricing, discounts, taxes What’s not copied: Scope description, client message, proposal-specific media (add invoice-specific notes separately)

Ask Every Agent: Convert to invoices:

“Turn this proposal into an invoice and send it”
“Create invoice from the website redesign proposal”
“Convert proposal #123 to an invoice”

Managing Proposals

Editing: Draft proposals are fully editable. Issued proposals have limited editing to preserve what the client saw — create a new version for major changes. Duplicating: Open proposal → Duplicate → New draft created → Edit for new client/project → Send. Great for similar projects across different clients. Voiding: Cancel obsolete proposals when a project is cancelled, a client went elsewhere, or a revised version supersedes the original.

Ask Every Agent: Manage proposals:

“Update the ACME proposal to change the price to $18,000”
“Duplicate the ACME proposal for Client XYZ”
“Void the ACME Corp proposal”
“Show me proposals from last quarter”

Common Proposal Workflows

Full Proposal-to-Invoice Flow: Prospect inquiry → Discovery call → Create proposal → Send → Track when opened → Follow up after 3 days → Client approves → Convert to invoice → Begin work → Client pays Revised Proposal After Negotiation: Send initial proposal → Client requests changes → Duplicate original → Adjust scope/pricing → Add note: “Revised per our discussion” → Send revised → Client approves → Convert to invoice

Note Templates

Snippets are reusable text blocks you can insert into invoice notes, proposal scope sections, and client messages. They standardize your payment terms, thank-you messages, and scope descriptions for consistent, professional messaging. Go to Invoices → Customize → Add Snippet to create one. Set a snippet as Default to auto-fill it on every new invoice or proposal.

Ask Every Agent: Create and use snippets:

“Create a snippet called ‘Net 30 Payment Terms’ with standard payment instructions”
“Use my standard payment terms snippet on this invoice for ACME Corp”
“Show me all my snippets”

Snippet examples and management details

Payment Terms:

Payment due within 30 days. We accept credit cards and bank transfers.
Late payments subject to 1.5% monthly interest.

Thank You:

Thank you for your business! We appreciate your trust and look forward
to continuing to serve you.

Project Scope:

Includes: Custom design, responsive development, CMS integration, SEO, 2 revision
rounds. Excludes: Content creation, photography. Timeline: 6-8 weeks from approval.

Using snippets: In any invoice or proposal, find the notes/scope field → Insert Snippet → Select → Edit if needed → Save. Default snippets auto-fill but can always be overridden.Editing snippets: Updates only affect new uses — existing documents are preserved.Every Agent integration: The agent automatically references your snippets when creating invoices and proposals, maintaining your brand voice.

Deleted snippets cannot be recovered. Make sure you no longer need a snippet before deleting it.

Multi-Currency

Every supports USD and CAD, allowing you to invoice clients in their preferred currency while maintaining your books in your primary currency. Set your organization default in Settings → Organization → Default Currency. Override per invoice at creation time by selecting the currency before adding line items.

Ask Every Agent: Work with currencies:

“Create an invoice in CAD for my Canadian client ACME Corp”
“Change my organization’s default currency to CAD”
“Show me all invoices in Canadian dollars”

Currency cannot be changed after an invoice is issued. Double-check before sending.

Currency details, exchange rates, and reporting

Formatting: Both currencies display as $1,000.00. The system tracks which currency each invoice uses and shows it clearly in lists and reports.Exchange rate helpers: For cross-currency reporting (revenue totals, tax reports), Every converts foreign currency to your default using current rates. For tax purposes, use the exchange rate from the payment date — consult your accountant.Best practices:

Invoice in the client’s local currency for faster payment
Stay consistent with one currency per client relationship
Document currency in contracts to avoid disputes

Limitations: Only USD and CAD are currently supported. Currency cannot be changed after issuing. Exchange rates are approximate — use bank rates for tax filings.

Tax Management

Every helps you collect sales tax, track deductible expenses, and generate compliance reports. Configure rates once, and they apply automatically.

Setting Up Tax Rates

Go to Settings → Organization → Sales Tax Default → Enter percentage (e.g., 13) → Save. This rate applies to new services, quick invoice creation, and automation templates. You can also set per-service tax rates (e.g., consulting at 13%, educational workshops at 0%) so the correct rate applies automatically when that service is added to an invoice.

Ask Every Agent: Configure taxes:

“Set my default sales tax rate to 13%”
“What’s my current default tax rate?”

Per-Invoice Tax Control

Line item tax: Set a different rate per line — mix taxable and exempt items on the same invoice
Invoice-level tax: Apply a single rate to the entire invoice
Tax-exclusive (default): Line amount + tax = total
Tax-inclusive: Line amount already includes tax

Calculation: Line Total x Tax Rate = Tax. Tax is calculated after discounts are applied.

Ask Every Agent: “Apply 8% tax to this line item on the invoice”

Regional tax rates, expense tracking, and reporting

Canadian tax system:

GST: 5% federal across Canada
HST (Harmonized): 13% (ON/PEI), 15% (NS/NB/NL)
PST (Provincial): 7% (BC), 6% (SK), 7% (MB), 9.975% (QC QST) — applied alongside GST
GST only: AB, NT, NU, YT

US sales tax: Varies by state (0-10%+). Consider nexus rules, local taxes, and product exemptions. Consult a tax professional.Multiple taxes (GST + PST): Calculate the combined rate (e.g., 5% + 7% = 12%), apply as a single rate, and note on the invoice: “Includes GST and PST.”Expense tax tracking: Every tracks deductible expenses with amount, category, receipt, date, and description. Navigate to Expenses → Filter date range → Export CSV → Provide to accountant.Tax reports: Go to Reports → Tax Report → Select date range → Export. Includes total sales, tax collected by rate, and client detail. Use for quarterly/annual remittance and audit prep.

Tax collected is NOT your revenue — it must be remitted to tax authorities on schedule.

Troubleshooting

Invoice issues

Invoice not sending: Verify client email address, check internet connection, try resending, check email delivery status in invoice activity.Client didn’t receive invoice: Check delivery status → Verify email → Ask client to check spam → Resend or send public invoice link directly.Can’t edit issued invoice: Invoices are locked after sending. Void and create a new invoice, or record a payment adjustment for minor changes.Wrong total calculation: Review each line item, verify tax applied correctly, check discount, ensure no duplicate line items.Wrong currency on issued invoice: Void and recreate in the correct currency.

Proposal issues

Client can’t approve: Ensure the proposal is issued (not draft), the link is correct, it’s not expired, and the browser allows form submission.Conversion doesn’t copy everything: By design — scope and client message are proposal-specific. Line items, attachments, and client info do copy. Add invoice-specific notes separately.

Tax issues

Tax not calculating: Verify the rate is set on the line item, enter as a whole number (13, not 0.13), and check that organization settings are saved.Wrong tax rate on issued invoice: Void and recreate with the correct rate.

Best Practices

Complete organization setup first — logo, branding, default currency, and tax rates make every document professional from the start.

Use saved services and enable online payments — reusable line items speed up creation, and Stripe integration helps clients pay faster.

Set clear due dates and detailed line items — Net 30 is standard. Clear descriptions reduce client questions and billing disputes.

Use proposals for new clients and large projects — get approval before work begins to set expectations and prevent scope creep.

Track email opens before following up — no need to chase a client who hasn’t seen the invoice yet.

Convert approved proposals promptly — once approved, convert and send the invoice to keep momentum.

Next Steps

Accept Payments

Set up payment processing and track payments

Automate Recurring Invoices

Set up automated recurring billing

Track Time

Convert tracked time to invoice line items

Manage Clients

Track client billing history and contact info

Need help? Contact support at hello@every.ai

Getting Started

The AI Agent

Clients & Contacts

Billing & Payments

Scheduling & Time

Integrations

Reference

​Overview

Open Invoices

Open Proposals

​Invoices

​Creating Invoices

​Invoice Components

​Client Selection

​Line Items

​Financial Details

​Payment Terms

​Notes, Terms & Attachments

​Templates & Branding

​Invoice Status Lifecycle

​Sending Invoices

​Email Delivery Tracking

​Resending Invoices

​Scheduled Sends

​Public Invoice Pages

​Managing Invoices

​Editing

​Voiding

​Duplicating

​Archiving

​Filtering & Search

​Invoice Activity Timeline

​Common Invoice Workflows

​Proposals

​Creating Proposals

​Proposal Components

​Proposal Status Flow

​Sending Proposals

​PDF Generation

​Approval Process

​Converting Proposals to Invoices

​Managing Proposals

​Common Proposal Workflows

​Note Templates

​Multi-Currency

​Tax Management

​Setting Up Tax Rates

​Per-Invoice Tax Control

​Troubleshooting

​Best Practices

​Next Steps