AffiniPay’s invoicing tool allows you to create itemized bills, track time, and monitor payment status in real-time. You can also sync data with QuickBooks Online for seamless bank reconciliation.
🛠️ Getting Started
1. Create a New Invoice
Select Invoices from the left menu and click New Invoice.
Select Client: Search for an existing contact or enter a new email address.
Note: Contacts are synced across Quick Bills, Invoices, and the Card Vault.
Configure Details: Choose the deposit account, date range, and an optional invoice number.
Tip: If left blank, AffiniPay assigns numbers chronologically (including Quick Bills).
Click Create Invoice (to finish later) or Create and Add Entry (to add items now).
2. Adding Line Items
In the New Invoice Entry window, you can add:
Description of services.
Quantity, Rate, and Date.
Negative Entries: Use these for discounts or documented refunds.
Click Save and Add Another to quickly input multiple items.
🚦 Understanding Invoice Statuses
Before sending, an invoice sits in a Draft state. Use the Mark as Ready button once it has been reviewed.
Status | Meaning |
Draft | In progress; not yet visible to the client. |
Ready | Reviewed and prepared for sending. |
Sent | The digital invoice has been delivered to the client. |
Paid | Payment has been received or manually recorded. |
🖱️ Action Guide
Use the following buttons to manage your active invoices:
Send Invoice: Emails the bill to your client with a custom subject line.
Mark as Paid: Records offline payments (cash/check).
Preview/Print/Download: View or save the PDF version of the invoice.
Delete: Permanently removes the invoice.
Note: Paid invoices cannot be deleted. If marked paid manually, you must revert it to "Unpaid" first.
📊 Viewing & Managing Invoices
To see your full history, click Quick Bills in the left menu. From there, you can apply filters to sort by:
Status (Draft, Sent, Paid)
Deposit Account
Activity Type