> ## Documentation Index > Fetch the complete documentation index at: https://docs.every.ai/llms.txt > Use this file to discover all available pages before exploring further. # Invoices & Proposals > Create professional invoices and proposals, send them to clients, track delivery, accept payments, convert proposals to invoices, and manage your entire billing lifecycle ## 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. View and manage all your invoices 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**](https://every.ai/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](#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](#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:** 1. Complete invoice details → Click **Schedule Send** (instead of "Send Invoice") → Choose date and time → Confirm 2. 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**](https://every.ai/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" **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. **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**](https://every.ai/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" **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 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. **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 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 Set up payment processing and track payments Set up automated recurring billing Convert tracked time to invoice line items Track client billing history and contact info **Need help?** Contact support at [hello@every.ai](mailto:hello@every.ai)