Moxie makes it easy to keep track of your invoices and get paid for your work. This guide will show you how to create, customize, and send professional invoices to your clients.
Before you get started
You can also begin with invoices by creating your own invoice template. View and edit invoice templates in workspace settings > templates > invoices. Once you set a default template, whenever you create an invoice, it will use the template designed by you.
Create an invoice
Quick add a new invoice from your homebase focus tab or from the accounting > invoices tab. Click the + in the upper right to get started. You'll have the option to create a standard invoice, deposit, or recurring invoice.
If you select Standard, an invoice will open with your default invoice template. Edit as necessary using your invoice tokens.
If you select Deposit, you'll be asked to add in your deposit number and then be taken to the invoice template with the deposit already in the invoice.
If you select Recurring, you'll be able given the option to configure the frequency of the recurrence for this invoice, automatic sending and charging, and how you want your invoice to show up.
In the sample invoice template, we use a tokenized text box to show the invoice number, total, date issued, and invoice due date. The due date is based on the terms you set in your agreement with your client. View these terms in the agreement or in the client file by clicking the client then "edit" then "Invoicing & payment settings."
In the body of the invoice, you will see options based on the items in your account that are outstanding. (As you create your invoice template, this is the "line items" section.)
Add new line item: These are products and services that are not tied to a tracked project. Create a new line item and it will save for you to use in the future using this line in your invoices. Manage these in your product and service library.
Add tracked hours or billable projects: Anything in Moxie that you have tracked - projects, time, retainer, completed per item tasks - that have not yet been added to an invoice.
Add reimbursable expense: This will not appear if you don't have any expenses. If you have an expense that needs to be reimbursed, you will see this line in that client's invoices until it is added.
Apply deposit credit: this will not appear if you did not ask for a deposit from your client or if there isn't any credit to be added.
Set up details like your tax rate and update labels in your invoice template. You can also insert a text container for payment instructions and compliance headers. In your template, you can also create a spot for attached files.
Add a discount
Add a percentage discount to an invoice by clicking the line item block to edit it. In the left panel, you'll be able to add a discount percentage.
If you'd like to add a fixed amount as a discount, you can click "Add new line item" and create a product or service called "Discount" (or whatever you like) and add a negative (-) value.
Save this to your product and service library and you can add it to this and future invoices.
You can request a deposit before starting work, no matter which fee structure you use. To request a deposit, create an invoice and choose Deposit as the invoice type. Once the deposit is paid, you’ll be able to apply the amount to future invoices.
You can also collect a deposit directly from your contract or proposal. Read more about creating your first agreement with integrated deposit payment here.
Create a recurring invoice
If you send regular invoices to a particular client, you can schedule them to be generated automatically. To create a recurring invoice, navigate to accounting > invoices, or to your client > invoices and choose "recurring."
Set up your recurring invoice for frequency and a start date. You can toggle whether you want the invoices to send automatically or if you'd like to get a notification to approve the invoice before it it sent. (Notifications are at the bell icon in the upper right corner.)
You can also choose how you want to show your hourly work broken down - daily, weekly, monthly, or just a total. Opt to include tracked hours and/or projects depending on how you bill. For example, you may set a fixed price for a project, but track your hours to that project for your own knowledge. Then you would check "billable projects," but not "billable client hours."
The next time an invoice is scheduled, an automatic invoice will be generated. View and edit invoices from your invoice list in accounting or in your client file.
Send an invoice
Once an invoice is ready, you can save it to send later, or send it right away. When sending, you can send a Moxie email with the invoice included or download a PDF. If you send the invoice through a Moxie email, select which contact to email the invoice to, and include a note as well. Both the subject line and message of the Moxie email are editable, and a link to the invoice will automatically be added.
Pro tip: Create email templates that are sent with new invoices, payment confirmation, due date approaching, or past due notifications. After you create your templates, configure them to send automatically win your workspace settings > preferences > invoices.
Manage sent invoices
When you send an invoice, it will appear in your client’s invoices tab with a status of "Sent." If the payment becomes overdue, the status will update to "Late," and the late payment fee you selected in the client’s terms will be applied. There’s no need to resend invoices once they are overdue; the late fee will be added to the total shown when your client opens the invoice.
You have the option to waive late payment fees if desired. Click the invoice to open it, and use the "Waive late payment fee" button to remove the charge. This change is reversible; re-open the invoice to add the fee back.
If you collect payment outside of Moxie (e.g., via check, ACH, Venmo, etc), document that payment using the "Record a payment" button in the overflow menu. If you decide to stop trying to collect payment on an unpaid invoice, use the "Write off" button.