Online Invoicing & Billing Software

Frequently Asked Questions

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Getting Started

Can I export my data to excel sheet?

Yes, you can easily export the following data to an excel sheet: Invoices, Clients, Items, Estimates, Expenses, Staff, Payment, Time Tracking Timesheet and Currency.

Can I take backup my own data?

You can save Clients, Staff, Invoices, Estimates, Products, Services and Expenses on your system by following given steps below:

  1. Click on the ‘Settings’ link on the top of your Invoicera Account
  2. In sub-navigation, click on ‘General Preferences’ and then click on Backup.
  3. There you will find a Backup category: Select a category from dropdown list, which you wish to save as backup.
  4. Click on ‘Export’ button to export the details on excel sheet.
Does Invoicera charge for transactions paid online?

Invoicera does not charge for the transactions paid through any of our payment gateways. However, the commission amount that gets deducted is completely based on the payment gateway.

What are the support options provided by Invoicera?

We offer you a multitude of support options like:

Email support: You could email us at support@invoicera.com
Phone Support: +91 11 2518 8044/45 or our toll free number 888-575-0276 (USA Only).
Help Document: You can use our comprehensive help document as guide while using Invoicera.

Is there any option to import data into my Invoicera account?

Yes! You can import the Clients, Items and Expenses into your Invoicera account. Also, with Invoicera integration with Basecamp, it would allow you to quickly import Clients, Projects and Staff from your Basecamp account and instantly create an Invoice for the respective Client and Project.

Client

In case, if I have received advance payment from any of my client, then can I add credit into his account?

Yes, you add credit to any of your client’s account by:

  1. Navigate to ‘Client Management’ Page.
  2. Preview the client details for which you want to add credit to his account.
  3. Click on ‘Add Credit’   under ‘Quick Links’ section on ‘Client Review’ page.
  4. Enter the required details in the fields and once done click on ‘Save’ Button
Is there any way to import number of clients into my account from an excel/spreadsheet?

Rather than adding clients one by one, you can import clients list from excel file. For importing clients,

  1. Click on ‘Import Clients’ button located on the ‘Add/Edit Client’ Page.
  2. Select ‘browse’ button to upload your Clients from excel sheet saved in your system.

While uploading an .XLS sheet, you must follow the same format provided in the Sample File. There are seven columns in this file that must be filled in to ensure your file is imported correctly: Client Name, Business Name, Business Email, Country, Currency, Phone (Business) and Business Address. You can import 500 clients at a time

Is there any option to add shipping address of a client?

You can easily add Shipping Address of a client by :

  1. Checking the ‘Shipping / Delivery Address’ Check box which you will find on Add/Edit Client Page.
  2. A new box will open with three fields in which you need to fill the required information.
Can I add additional contact details of a client?

Invoicera provides flexibility to add additional contact information for a client. For this, you need to:

  1. Click on the ‘Additional Contact’ button on Add/Edit Client Page.
  2. A new box will open with two fields named as clients and business e-mail in which you need to enter the details.
Can I set my own exchange rate for a client?

You can set your own exchange rate for your client if you want to change automatic exchange rate setup by the system. To set your own exchange rate, follow the given steps below:

  1. Click on the link given ‘Let me set my Own Exchange Rate’ on Add Client page.
  2. A box will open up where you can enter the exchange rate which you want to set.

 

My Account

Will the data I entered during my trial remain in my account when I upgrade?

Yes definitely, your data will remain as it is into your account whether you upgrade or downgrade your account.

Estimate & Expense

How can I attach any file with an Estimate/Invoice?

Sometimes you need to send some files for reference along with your Estimates/Invoices. To attach a file,

  1. Preview an Estimate and there you will find a ‘Mail Attachment’ button on Estimate Preview page at the bottom.
  2. Click on ‘Mail Attachment’ button.
  3. You will be redirected to a page from where you can attach any file by clicking on the ‘Browse’ button.
Is there any option to convert an Estimate into an Invoice?

To speed up the process of creating an invoice, Invoicera provides you a feature to convert an Estimate into an Invoice.

  1. Preview an Estimate which you want to convert into Invoice.
  2. Click on ‘Convert to Invoice’ button located at the right most top corner of the page.
  3. This will open the ‘Create Invoice’ page with the details populated from the Estimate where you can also edit the details that have been populated from the Estimate.

Time Tracking

Can I restore any of my deleted projects?

You can restore any deleted project by following the given steps below:

  1. Navigate to ‘Manage Projects’ page
  2. Click on the given link ‘Total (n) Project(s) are deleted. Click here to view them’. This link will appear only if you have any deleted projects in your account.
  3. Select the project to be restored and click on ‘Restore’ button.
  4. System will update the selected project’s status to ‘Active’.

 

How do I mark a task as complete on a project?

You cannot mark a task as complete, but you can archive it.

  1. Navigate to ‘Manage Tasks’ page.
  2. Select the project you need to archive it.
  3. Under Tasks, click on the ‘Archive’ button to archive it.
  4. Once you archive a task on a project, you will not be able to track time for it on that project.

The hours you have logged to the tasks are unaffected, and you can still see those hours under Reports.

Is there any option available to assign a task to a project?

Yes, you can assign a task to any project. For this,

  1. Go to Add/Edit Task Page.
  2. You will find an option ‘Assign Task To Projects’.
  3. Select a project name from the given project list to assign the task to that project.
Is Invoicera time tracking data compatible with spreadsheet software like Excel, Google Spreadsheets or OpenOffice?

Yes, Invoicera can export time tracking data compatible with spreadsheet software like Excel, Google Spreadsheets or Open Office.

What are the different billing methods available for a project?

You can choose a billing method for your project from different billing methods available in drop down list. There are four billing methods available:

  1. Flat Project Amount: If you chose your billing method as “Flat Project Amount’ type, system will ask you to enter the amount in flat amount box.
  2. Hourly Staff Rate: This hourly staff rate can be changed from your Staff tab by editing staff profile.
  3. Hourly Task Rate:  This method will follow billing rate specified for each task.
  4. Hourly Project Rate: Enter Project Rate. This project rate will apply to all hours logged in to this project.

Items

How to add an Item to an Invoice?

Yes definitely, you can add an Item to an Invoice. For adding an Item to an Invoice to, you need to first add an Item before creating an Invoice by following the given steps below:

  1. Navigate to ‘Items’ tab.
  2. In the sub-navigation, click on the ‘Add Product’ link.
  3. You will now be redirected to a page where you can add any Item as per your requirements.
  4. Fill the required details in the given fields.
  5. Once you are done, Click on the ’Save button.

You can now add an Item to an Invoice by selecting an item from drop down list of ‘Product/Service’ while creating an Invoice

Can I restore any deleted product?

You can restore any deleted product by following the given steps below:

  1. Navigate to ‘Manage Products’ page
  2. Click on the given link ‘Total (n) Product(s) are deleted. Click here to  view them’.
  3. Select the product to be restored and click on ‘Restore’ button.
  4. System will update the selected product’s status to ‘Active’
Can I import a list of products into my account?

You can restore any deleted product by following the given steps below:

  1. Navigate to ‘Manage Products’ page
  2. Click on the given link ‘Total (n) Product(s) are deleted. Click here to view  them’.
  3. Select the product to be restored and click on ‘Restore’ button.
  4. System will update the selected product’s status to ‘Active’
Can I apply taxes to my products?

Yes definitely, you can apply Taxes to your products. For applying taxes to your products, you need to first add taxes by following the given steps below:

  1. Navigate to Settings of your account.
  2. In the sub-navigation, click on the ‘Tax / Charge / Late Fee’ link.
  3. You will now be redirected to a page where you can add any Tax as per your requirements.
  4. Fill the required details in the given fields.
  5. Once you are done, Click on the ‘Add Tax’ button.

You would now be able to apply taxes on your products while Adding/Editing any product.

Staff

What I need to do for adding additional staff members to my account?

With our paid plans, you can add maximum of 5 staff members but if you want to add more than 5 staff members, you need to pay extra for that. Our plan for adding additional staff starts from $20 for 15 additional staff members.

Can I view invoices/estimate created by any particular staff member?

Yes, you can view invoices/estimates by any particular staff members by:

  1. Navigate to Staff Management Page.
  2. Preview staff member details of which you want to view invoice/estimate created by him
  3. Click on ‘Invoices/Estimates’ created by this Staff’ under quick links section on ‘Staff Details’ page.
How to remove allocated clients from staff members?

To remove allocated client to a staff member you need to follow the steps given below:

  1. Go to ‘Staff Management’ page
  2. Edit the required staff member details.
  3. On Edit Staff Page, Select the client which you want to remove from ‘Clients Allocated’ section
  4. Click ‘ Left arrow’ button. Then client will be moved back to ‘clients’ list and hence, it will be removed.
How can I view/edit the details of my staff members

You can edit/view the details of staff members by:

  1. Navigate to Staff Management page. This section allows you to View /Edit the staff members created by you.
  2. Click on Edit button corresponding to the record you wish to update under the Action column.

Online Payment

Does Invoicera support any country specific payment gateway?

Yes, Invoicera supports some country specific payment gateways such as Beanstream, Itransact , Psi Gate, Moneris which supports only US Dollar and Canadian Dollar , PayGate which supports ZAR only.

How to enable online payment gateways in Invoicera?

You can enable your payment gateways by:

  1. Clicking on the Settings link on the top right of your Invoicera account.
  2. In the sub-navigation, click on the Payment Gateways link.
  3. Select the payment gateway(s) which you want to activate by clicking the Active or In-active radio button.
  4. Depending on which payment gateway you have signed up with, you will need to enter Username/Login Id/Token No./Transaction key etc and password to enable your required payment gateway.
Do online payments work with multiple currencies?

Most of the payment gateways does not work with a different currency and will process the sale as if it was your default currency. However, there are some payment gateways integrated with Invoicera which supports multiple currencies such as PayPal, MoneyBookers, 2Checkout and eWay.

What I need to do when an online transaction fails?

There might be some reasons for transaction failure: there could be a problem with the credit card used to pay the Invoice, your online payment gateway settings, your merchant account, or anything else. Here is a list of actions you need to take when an online transaction fails in your Invoicera account:

- Confirm with your client: Make sure that your client has entered their credit card details correctly

- Contact your online payment gateway: Contact your payment gateway and make sure you have the complete information about the transaction failure including the error message. More often than not, your payment gateway will be able to solve any transactional problems which you have faced..

- Contact Invoicera: To report an online transaction failure, you can contact us with a screenshot of the error message and the Invoice number you are having trouble with.

What payment gateways does Invoicera integrate with?

Invoicera is integrated with 20 global payment gateways. This will let your clients pay through PayPal, Authorize.net, Google Checkout and various other popular online payment gateways giving a you convenient option.

Templates

Can I ‘completely’ customize my template?

In case you would like to ‘Completely’ customize your Invoices as per your requirement, you have two options available at hand:

  1. You could get your expert XHTML Designer to use our ‘Customize my Template’ feature such that your Invoices appear are per your requirement.
  2. You could alternatively allow Invoicera to do the same, for a flat charge of USD 499/- (Drop in an email to Invoicera Support at support@invoicera.com)

In case you would like to try this (‘Customize my Template’ feature) yourself for free, you could follow the steps given below:

  1. Navigate to Settings > General Prefrences > Template Customization
  2. Click on ‘Add New Template’ Button
  3. Make desired changes in the XHTML / Design mode, as per your requirement for your Invoice
  4. Click on ‘Save’ Button

Now, you could use this ‘customized’ template while view / creating any of your Invoices.

Invoices

Why are my Invoices being marked as Spam?

In general Invoicera mails sent to clients (be it Invoicera account details, or invoices sent through Invoicera, etc..) reach the clients without fail. However, at times, some clients do get back saying that the invoices were being marked as Spam. As for mails reaching your clients as Spam, although this is a rare occurrence, albeit one that we can’t control at our end, since we all know that Email Applications (for e.g. Gmail / Yahoo / AOL / etc..) all have their own Spam policies. However, you could iron-out this issue once and for all by following the steps given below:

Unfortunately, some emails do end up as spam in a user’s email Inbox. The best way to fix this would be to simply ask your client to put your email address (that you have provided to Invoicera) into their “safe” list to ensure that your messages will not be marked as spam.

This is a common issue for multiple Invoicing applications and generally requires either the client to switch off their SPAM engine (not recommended) or the above alternative.

How do I add my signature and company logo to my invoice?

It’s very simple to add your signature and company logo to your Invoice by following these simple steps given below:

  1. Click on the ‘Settings’ link on the top of your Invoicera Account
  2. In sub-navigation, click on ‘My account’ and then click on ‘Logo & Images’.
  3. There you will find an option to add Company Logo, Application Logo and Specimen Signature:
  4. Select browse button to upload your Company Logo, Application Logo and Specimen Signature saved in your system
  5. Once done, click on ‘Save’ button and whenever you will create an Invoice, your company logo and signature will be added automatically.