Invoicing
Create professional invoices and track customer payments.
Creating an Invoice
- Go to Invoice Center in sidebar
- Click Create Invoice
- Select the Customer
- Set Invoice Date and Due Date
- Add line items (see below)
- Review totals
- Click Save (draft) or Save & Send
Line Items
Add products or services to your invoice:
- Description: What you're billing for
- Quantity: Number of units
- Rate: Price per unit
- Amount: Auto-calculated (Qty × Rate)
- Income Account: Where revenue is recorded
Tip: Create products/services in the Products & Services section to quickly add them to invoices without retyping.
Sending Invoices
Email invoices directly to customers:
- Open the invoice
- Click Send Invoice
- Review the email preview
- Click Send
Invoice will be emailed as a PDF attachment.
Recording Payments
When a customer pays:
- Go to Dashboard → Receive Payment
- Select the customer
- Enter payment amount and method
- Select which invoice(s) to apply payment to
- Click Save Payment
Automated Payment Reminders
Kantivo can automatically send payment reminders to customers with unpaid invoices. Reminders are sent daily at 8:00 AM.
Enabling Reminders
- Go to Settings → Company Preferences
- Find the Payment Reminders section
- Check Enable Automatic Payment Reminders
- Configure your reminder schedule
Reminder Schedule Options
- Before Due Date: Send reminder X days before invoice is due (default: 3 days)
- Overdue Reminders: Send at 7, 14, and/or 30 days past due
Tip: Each reminder type is only sent once per invoice. Customers without email addresses are automatically skipped. All reminders are logged for your records.
What Customers Receive
Professional email reminders include:
- Invoice number and amount due
- Original due date
- Days until due or days overdue
- Your company name and contact info
Invoice Status
| Status | Description |
|---|---|
| Draft | Not yet sent to customer |
| Sent | Emailed to customer, awaiting payment |
| Partial | Partially paid |
| Paid | Fully paid |
| Overdue | Past due date, unpaid |
Editing & Deleting Invoices
- Draft invoices: Can be freely edited or deleted
- Sent invoices: Can be edited (sends update notification)
- Paid invoices: Cannot be deleted (void instead)
Multi-Currency Invoices
Create invoices in foreign currencies:
- Select currency from dropdown when creating invoice
- Exchange rate loads automatically
- All amounts displayed in selected currency
- Base currency total calculated for your books