How to Create An Invoice

How to Create and Send an Invoice

Overview

Creating and sending invoices in PhotoBiz allows you to bill clients for sessions, products, and services directly from your control panel. Invoices automatically use your Global Branding to provide a professional and consistent experience. This guide walks you through how to create an invoice, add line items, and send it to your client. By the end, your client will receive a clear, itemized invoice with a secure payment option.

STEP ONE

Log into your PhotoBiz account and click on QUOTES & INVOICES in the left-side men

STEP TWO

Click INVOICES at the top of the Quotes & Invoices section. This page displays all existing invoices and gives you the option to create a new one.

STEP THREE

Click NEW INVOICE.

You will see a visual preview of your invoice layout. The invoice number is automatically generated, so you do not need to create one manually.

All invoices use a consistent layout and color scheme based on your account’s Global Branding settings. The logo displayed on the invoice is pulled directly from your Global Branding and cannot be changed per invoice. If no logo is uploaded, your business name will be shown instead.

As you build your invoice, the preview will update in real time to reflect your changes.

STEP FOUR

Click EDIT to begin building your invoice.

From here, you can add items, select a client, configure payment settings, and include additional details.

Items

Add line items with pricing to your invoice. You can select from prints, digital images, packages, products, and services that you have already created in your PhotoBiz ECommerce.

When you choose an existing item, it is added directly to the invoice. You do not need to recreate it.

You can also add Custom Items for charges that are not already set up in your ECommerce, such as a remaining balance from a deposit or a one-time fee.

Items

Add line items with prices for your invoice. You can select from prints, products, and services you've previously created in your ECommerce. You can also add Custom Items such as a remaining balance from a deposit that a client has paid previously.

Contact

Select the customer to whom you're sending the invoice. You can choose from your list of existing contacts or add a new contact.

Shipping

Select No Shipping or add shipping charges you've previously set up in your ECommerce.

Payment

Set the payment due date and configure if you want to allow clients to make partial payments towards the full invoice balance.

Other Details

Add references, custom notes, and Terms & Policy.

Thank You

Include a custom thank you message.

Email Automation

You can set up to send out email automations for payment reminders, due dates, and more.

PRO TIP!

Using email automations with PhotoBiz invoicing saves you time, ensures consistent communication, and helps you manage payments efficiently by automatically sending reminders and follow-ups to clients.

Learn More: Set Up Email Automations with Invoicing

FINAL STEP

Click the SEND button at the top right of the invoice builder. Review the recipient’s email address and customize the subject line and message. When everything looks correct, click SEND at the bottom of the invoice builder to deliver the invoice to your client.

CONFIRMATION

After the invoice is sent, you’ll see a confirmation message indicating it was successfully delivered.

Can I Change the Invoice Number?

Invoice numbers in PhotoBiz are automatically generated by the system and cannot be edited or customized.

If you need to include your own tracking number, job ID, or reference, you can use the Reference field when creating or editing your invoice. This allows you to add internal notes or identifiers that will appear on the invoice without affecting the system-generated invoice number.

This is a helpful option if you need to match invoices to external systems, sessions, or client records.

WHAT YOUR CLIENT WILL SEE

Your client receives a line-item invoice that includes your business details, branding, and logo from your Global Branding settings, along with a secure payment option.

Additional Options or Helpful Notes

You can reuse existing ECommerce items to save time and maintain consistent pricing

Custom Items are best used for one-time or unique charges

Invoice branding is controlled by Global Branding and cannot be customized per invoice

If no logo is uploaded, your business name will appear on the invoice

The real-time preview allows you to review your invoice before sending

Email automations can help reduce manual follow-up and improve payment collection

Previous Post Next Post

How do I update an invoice to reflect an offline payment?

April 25, 2025

How Should I Get Started with Invoicing?

January 27, 2026

How Do I Change The Language For Quotes & Invoicing?

March 28, 2023

How To View The Direct Link To An Invoice

May 2, 2025