Using Velocity Global Contractor Management's invoicing system, you can create and send invoices to your clients, allowing them to send payments through the platform with ease.
Visit our guide to the Invoices dashboard for more information on invoices.
Please note that many clients manage all invoicing themselves and do not permit contractors to create their own invoices. However, some clients do allow or request that contractors generate their own invoices. Please refer to your Client on best practices for invoices.
Create An Invoice
To create a new invoice, navigate to your Invoices dashboard and click the Create invoice button at the top right:
On the Create invoice (1/2) screen, enter the invoice's details:
Client
Select the client being billed from the drop-down menu. If the client is new, you can add them to your list by clicking the Add client button. For more details, see our guide to the Clients dashboard.
Add Email Recipients
Optionally add additional email addresses to be cc'd on the invoice by clicking Add email recipient. A field will appear for each additional Contact email CC. To delete a recipient that's been added, click the — icon.
Work Summary
Click the Add item button to add a line item to the invoice's work summary.
For each line item, enter the following details:
Description: A summary of the services provided.
Currency: All invoices are denominated in USD, however, you can select from multiple currencies and the amount will automatically be converted to USD based on current market exchange rates.
Amount:The amount due for the services provided.
Rate Details
To adjust your rate, click Show rate details:
Rate: Select Fixed (default), Hourly, or Quantity from the drop-down menu. Changing the rate will prompt you to enter additional fields.
Reimbursable expense: Check the box to add the line item to your transactions in your Income & Expenses dashboard.
Apply Discount
Click the Apply discount button if you'd like to apply a discount to the line item. Enter the Discount amount, select % of item or fixed amount from the drop-down, and add a Discount description:
Contractors
If you use subcontractors, you can designate an amount to be sent to them when the invoice is paid. To add one to the invoice, click the Add collaborator button.
Select the invoice collaborator from the drop-down menu. If the contractor is new, you can add them to your list by clicking the Add contractor button. For more details, see our guide to the Contractors dashboard:
Enter the Description of the work performed by the collaborator and the Amount to be paid. To continue, click Save:
To proceed with invoice creation, click Next at the bottom of the Create invoice screen. You can also click Preview to see the invoice that will be mailed to the client, or Save as draft and exit to keep the invoice as a draft without sending it:
On the Create invoice (2/2) screen, enter additional invoice details:
Other
Optionally, enter a Project name, Notes, and/or PO Number (purchase order number). To upload attachments, click the Attachment button. (Note that attachments will be accessible by anyone with the invoice link. Do not include sensitive information.)
Submitting Timesheets
Need to submit a timesheet to your client for an invoice? Make sure to upload it as an Attachment!
Invoice Timing and Payment Options
Date
Enter the date of the invoice (generally the day you created it).
Due
Choose the due date of the invoice. The due date can be based on when the invoice is received by selecting On receipt, 7 days after receipt, or 30 days after receipt, or you can select On and specify a specific calendar date.
Send
You can select Immediately to send the invoice as soon as it is created, or select On and enter a specific calendar date for the invoice to be delivered to the client.
Recurring Invoices
To create a recurring invoice, select the checkbox to Repeat this invoice automatically. Once selected, you'll see additional options for the recurring series:
Repeat every: select months or weeks from the drop-down, and enter the cadence at which you want the invoice to be repeated.
Schedule invoices: click the Change button to specify when the first invoice should be sent (Immediately or On a specific calendar date), and when the following invoice should be sent (a specific calendar date).
End series: set the recurring invoice series to end Never, On a specific calendar date, or After a certain number of occurrences.
Need to edit a recurring invoice series or skip a specific scheduled instance? You can find more details in our section on editing a recurring series.
Late Fees
To set late fees, select the checkbox to Add late fees when overdue. Once selected, you'll see additional options for the late fee settings:
Late fee charge: select % of invoice or fixed amount from the drop-down menu, and enter the percent or amount of the late fee.
Every: select whether you want to charge the late fee every number of weeks or months past when the invoice is due.
Payment Methods Allowed
To allow any payment options, leave the Accept all payment methods checkbox selected. If you'd like to restrict the options available, deselect the checkbox and specify whether the client can pay by Credit cards (fees are passed onto them by default), ACH Debit (clients can link their bank account), or Manual Wire / ACH Credit (clients instruct their bank to make a transfer to a virtual bank account).
Advanced Options
Select the checkbox to enable any of the following advanced options:
Send invoice to client: This will send a PDF invoice and a payment link to the client.
Remind client to pay invoice: When the invoice approaches the due date, a reminder email will be sent to the client. Another will be sent if the invoice is overdue.
Processing Fee Percentage: Velocity Global Contractor Management charges 2.9% for card payments. You can pass on all, part, or more of this fee to the client.
To complete invoice creation and send it to the client, click the Send invoice button at the bottom of the Create invoice screen. If you've entered a future send date, there will instead be a Schedule invoice button.
You can also click Preview to see the invoice that will be mailed to the client, or Save as draft and exit to keep the invoice as a draft without sending it:
Want to hide your personal information on the invoice you're sending? Visit your Business Info settings and uncheck the box next to Show my full contact info to clients.
You can also add a Preferred name (such as a business name, rather than your legal first and last name) in your Personal Info settings.
Scheduled Invoices
When you have invoices scheduled to be sent to a client on a future date—whether it's a single invoice or a recurring series—you'll see a Scheduled invoices button on your Invoices dashboard:
The Scheduled invoices page will display all of these invoices, including the Client and the invoice amount:
Click a scheduled invoice to open an overlay with its details.
Scheduled Single-Instance Invoices
For invoices that are only scheduled for a single future instance (rather than as part of a recurring series), you can click the Send now button to send it immediately to the client:
You can also click the three-dot menu icon and select Edit invoice from the drop-down menu to edit the scheduled invoice.
Scheduled Recurring Invoice Series
For scheduled recurring series, the top section will provide an Edit series button. For more details, see the section on Editing A Recurring Invoice Series:
The bottom of the invoice will also display a series details section, with a list of the next 12 invoices in the series and their scheduled dates:
Clicking on any invoice in the list will display an Invoice actions menu. For more details, see the Editing A Single Invoice In A Series section.
Editing An Invoice
Invoices that are still a Draft or that are currently Scheduled but not yet sent can be edited. To edit it, open the invoice from your Invoices dashboard and click the three-dot menu icon. Then select Edit from the drop-down menu:
Editing a Draft invoice will re-open the original Create invoice screen, allowing you to update all fields except for the associated Client exactly as you would when creating an invoice.
Editing A Recurring Invoice Series
To edit an entire recurring invoice series, open the invoice from the Scheduled invoices page and click the Edit series button:
The Edit recurring invoice series screen will be opened. Any fields you update will apply the changes to the entire recurring series moving forward:
Editing A Single Invoice In A Series
You can edit a single invoice in a series by navigating directly to that instance from the series details section of the scheduled invoice, or by selecting Click here to edit a single invoice when editing a series.
Selecting a specific instance of a scheduled recurring series will open an Invoice actions menu. Select Edit invoice to edit that particular instance of the series or Skip this instance to skip the invoice scheduled for that date:
Note that both of these actions will impact only that instance, not the rest of the series.
If an invoice has been skipped, you'll see that reflected in the series details section of the scheduled recurring series:
If you would like to "unskip" that instance, click on it to open the Invoice actions menu and select Renew. You can also select Renew and edit to both unskip the invoice and make additional changes:
Additional Invoice Actions
To learn more about other invoice actions, read our guide to the three-dot action menu.
For questions about creating invoices, please contact our Support Team.