Managing client invoices and VAT configuration
How to generate client invoices, add tax information, charge standard VAT rates, and download print-ready PDFs.
5 min read
Creating manual and recurring invoices
Agencies can issue individual one-off invoices or mark one as recurring (monthly or yearly) so it repeats automatically. In the client's Billing & Invoices tab, add a new invoice, fill in the line items (support hours, one-off work, monthly hosting, etc.), and set the due date.
Configure VAT and company tax fields
Ensure legal compliance by setting VAT configurations inside agency billing settings. Toggle 'Charge VAT', input your country's tax rate percentage (e.g., 20%), and save your official VAT ID registration number. These details will be printed on all client-facing documents automatically.
Downloading invoices, and paying online
Clients can view their full invoice history directly inside their portal space. Either of you can open an invoice and use 'Download / View' to open a print-ready view for saving as a PDF. If you've connected your own Stripe account (see the Stripe payment integration guide), the invoice also shows a 'Pay by card' button so the client can pay it online directly - that button only appears once Stripe is actually connected, not by default.
Uploading and sharing external invoices
If your agency uses an external accounting system (like QuickBooks, Xero, or FreshBooks) to generate PDFs, you can upload existing invoice files directly to a client profile using the 'Upload external invoice' button. Input the invoice number, amount, and due date, attach the PDF or image file, and toggle 'Visible in portal'. When enabled, the invoice immediately appears in the client's portal space and triggers an automated email notification with the due date, balance, and a direct download link.