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Invoicing

By Bharath
• 16 articles

Adhoc Invoices

Table of contents 1. Overview 2. Creating an ad-hoc invoice 1. Starting the process 2. Invoice date and terms 3. Line item details 4. Payment options 3. Status and syncing 1. Overview Ad-hoc invoices in Cone are designed to cater to unique, one-off billing situations, allowing users to send tailored invoices for specific transactions or services provided to clients 2. Creating an ad-hoc invoice Starting the process: You can create an ad-hoc invoice from 2 places 1. From firm billing page 1. Navigate to the billing page by clicking on "Billing" in the left navigation bar 2. At the top right, click on "Create invoice" and choose "Create invoice" 3. Choose the client for which invoice has to be created and proceed to add the details 1. From client workspace 1. Click on a client from clients page 2. In the client workspace, at the top right click on Create -> Invoice 3. Here, the client will be auto-selected Invoice date and terms: Specify the invoice date, which is the issuance date of the invoice. Next, select the terms, such as Net 30, defining when payment is due post-invoice date, consequently setting the due date for the invoice Line item details: Enter detailed information for each line item on the invoice: 1. Name: The name or title of the service/product. This has to be manually filled 2. Description: A brief description of what the line item entails 3. Price and Units: The cost per unit and the number of units being billed 4. Tax Rate: Applicable tax rate for the line item 5. Discount: Any discounts applied to the line item Payment options: Before creating the ad-hoc invoice, you can choose a payment option 1. None: Selecting this option means the invoice will be placed in an open state. It’s the user's responsibility to send the invoice to the client and manage payment collection 2. Send payment link: This facilitates sending the invoice directly to the client with an integrated payment link, based on preset billing settings for draft or sent status. This option ensures the client receives the invoice promptly for payment 3. Auto-charge: Leveraging authorized payment methods on file, users can opt for automatic charging either on the invoice date or the due date, streamlining the payment collection process 3. Status and syncing - Depending on the chosen settings, the invoice will appear in the sent invoices section, with its status reflecting the action taken (sent, open). - Integration syncing: If the user has connected Cone to accounting software, the invoice and status will sync accordingly. Similarly, for those with payment processing integrations like GoCardless or Stripe, actions such as sending the invoice or auto-charging will trigger based on predefined settings

Last updated on Apr 04, 2026

Client billing schedule overview

In this article - Accessing client billing schedule - Organized by date - Date-based drill down - Item categorization - Invoice management - Unified billing across proposals, recurring Invoices, and projects - Viewing schedules at different levels https://www.loom.com/share/19868c8dc1734f96b820735469b5d945 The Client billing schedule in Cone makes managing client billing simple and efficient. This feature centralizes all billable items—whether they need to be billed, are scheduled for billing, or are pending payment—giving you a complete view of your client’s billing status Accessing client billing schedule You can find the billing schedule by navigating to the Billing tab within the client workspace, under the Schedule section Key features Organized by date All billable items are neatly grouped by date. This gives you a clear, holistic view of what needs to be billed across proposals, recurring invoices, and projects for each client Date-based drill down To see what is due on a specific date, simply click on that date. You’ll instantly see all items scheduled for billing or still awaiting payment for that day. The total amount for each date grouping is displayed, making it easy to track upcoming billings If a proposal is associated with a date grouping, you can click on it to view the proposal’s details. Item categorization Billable items are categorized into three types: - Scheduled: Items that will be billed automatically on a set date. No manual action is required. - Billed: Items that have already been billed and are included in an invoice. - Unbilled: Items that are not set for automatic invoicing and must be manually invoiced ​ Invoice management - To view the invoice for a billed item, click the icon next to the line item. This opens the associated invoice for easy reference - You can create a new invoice directly from the schedule by selecting unbilled or scheduled items. Once invoiced, these items are marked as billed and linked to the invoice ​ Unified billing across proposals, recurring Invoices, and projects Client billing schedule brings together all billable items from proposals, recurring invoices, and projects in one place for each client Viewing schedules at different levels - Proposal Level: To view the billing schedule for a specific proposal, go to the proposal details page, then open the Billing tab and select Schedule ​ - Recurring Invoice Level: To view the billing schedule for a recurring invoice, click on the recurring invoice rule. Here, you’ll find the schedule associated with that rule ​ ​

Last updated on Apr 04, 2026

How to change invoice numbering sequence in QuickBooks

In this article - Steps to change the invoice numbering sequence - Access your invoice - Create a new invoice - Enable Custom Transaction Numbers - Set your preferred invoice number - Disable "Custom transaction numbers" - Create future invoices https://www.loom.com/share/2743625798ef4ae599163f77741d76cd Managing invoice number sequences in QuickBooks Online (QBO) allows businesses to maintain clarity and avoid confusion in their financial records. This guide details how to customize invoice sequence numbering through the use of Custom Transaction Numbers, enabling you to establish a personalized number sequence Steps to change the invoice numbering sequence Access your invoice 1. Start by accessing your QBO account 2. Locate one of your latest invoices to see how current numbering appears Create a new invoice 1. Create a new invoice for one of your services with the desired amount 2. After saving, observe that QBO automatically generates the next invoice number Enable Custom Transaction Numbers To change the invoice numbering sequence: 1. Navigate to settings: Click on the gear icon in the top right corner 2. Access account settings: Select Account and Settings. 3. Go to the Sales tab: On the left sidebar, click on the Sales tab 4. Enable "Custom transaction numbers": Toggle on the option for Custom transaction numbers. When this option is enabled, you can edit the invoice numbers generated by QBO Set your preferred invoice number 1. Add a new invoice for the same service. 2. While creating the invoice, update the invoice number to your desired sequence (e.g., INV-1000) 3. Save the invoice Disable "Custom transaction numbers" To have QBO use your new invoice number sequence for future invoices while ensuring it isn’t editable: 1. Return to the Sales tab in the Account settings 2. Toggle off the Custom transaction numbers option Create future invoices 1. Now, whenever you create a new invoice, QBO will use the newly specified sequence (e.g., INV-1000) for future invoices 2. The invoice numbers generated will be non-editable, minimizing the risk of errors and ensuring consistency in your billing

Last updated on Apr 04, 2026

Invoices overview

https://www.loom.com/share/780b42eb5c9f4fedbb49e3e344e56b56 You can learn more about invoicing here Summary 1. Billing settings - Invoice title: Customize the title visible at the top of your invoice and in the PDF version - Default invoice status: Choose between draft (editable later) or open (finalized) - Payment terms: Set default terms, with options to add more as needed - Memo: Include a default memo that appears on each invoice - Email notifications: Enable notifications when an invoice is finalized 2. Creating invoices - Navigation: Initiate from the client workspace for streamlined access - Auto-fill data: Utilize data pre-filled from account settings, including terms and email configurations - Customization: Override default settings if required - Invoice details: Set invoice date and terms, which automatically updates the due date - Line Items: Add necessary line items for detailed billing - Notifications: Configure first-time emails and reminders to ensure timely payments 3. Reviewing and finalizing invoices: - Detail review: Examine all invoice details before finalization - Options: - Save as draft: For future edits - Finalize: To complete the invoice without immediate email - Finalize and email: Send the invoice directly to the client 4. Managing invoices - Invoice overview: Access invoices under the billing page for comprehensive management - Activity logs: Review logs at the bottom of the invoice page for tracking purposes - PDF preview: Check how the invoice will appear in PDF format to your client - Edit flexibility: Make changes if the invoice is still in draft status - Client-specific and consolidated views: - View invoices specific to a client or consolidate across all clients from the Billing tab for an overview.

Last updated on Apr 04, 2026

Invoicing Overview

Table of contents 1. Overview 1. Standalone invoicing 2. Integrations 1. Accounting software integration 2. Payment processor integration 3. With both integrations 2. Invoice statuses 1. Draft 2. Open 3. Default invoice status 1. Configuring default invoice status 2. Application of default invoice status 3. Customization 1. Customization options 1. Logo 2. Title and memo 3. Dates, numbers, and addresses 4. Payment link 5. Email 4. Invoice actions 1. Actions in Draft status 2. Actions in Open status 1. Overview Cone's invoicing system is designed for flexibility, accommodating businesses with diverse needs. Whether you prefer to work independently or through integrations with accounting software and payment processors, Cone has the tools to streamline your invoicing process, maintain professionalism, and enhance efficiency 1.a Standalone invoicing For those who value simplicity or are not yet ready for external integrations, Cone's standalone invoicing offers a robust solution ​Features: - Quick invoice creation: Draft invoices rapidly using Cone's direct interface or predefined templates - Share directly: Send invoice links to clients straight from Cone, ensuring timely delivery and views - PDF previews: Easily generate and download PDF versions for offline sharing or record-keeping - Manual payment updates: Update payment statuses manually to keep financial records accurate 1.b Integrations 1.b.i Accounting software Integration Linking Cone to accounting platforms like QuickBooks or Xero automates your financial tracking, simplifies invoicing, and ensures consistency across your financial management systems Integration Benefits: - Seamless synchronization: Automatically reflect invoice changes in both Cone and your accounting software - Enhance flexibility: Manage invoice drafts within Cone, edit freely, and sync at your convenience - Streamlined processes: Access and send finalized invoices directly, cutting down on manual tasks 1.b.ii Payment processor integration Connect to payment processors such as Stripe or GoCardless for straightforward online payments, directly integrating payment links into Cone-generated invoices Key Advantages: - Immediate payment links: Facilitate faster payments with embedded links in invoices - Real-time updates: Payment statuses in Cone refresh automatically, reflecting client payments as they occur ​ 1.b.iii With both integrations Utilizing Cone with both accounting and payment integrations offers the ultimate invoicing efficiency—combining detailed financial tracking with the ease of online payments 2. Invoice statuses Invoices in Cone are categorized under two fundamental statuses: Draft and Open. Understanding these statuses will help you navigate invoicing in Cone more effectively, ensuring accuracy and timeliness in your billing cycle 2.a Draft When an invoice is first created in Cone, it enters the Draft status. This initial phase is designed for flexibility, allowing you to fine-tune the invoice details before sending it to your client Key characteristics of draft invoices: - Editable: You can modify all aspects of the invoice, including line items, pricing, client details, and more - Not visible to client: Invoices in draft status are not accessible to the client, providing you with a private workspace to complete your invoice preparation - Actions available: In draft status, you can: - Edit the draft - Download a PDF preview - Finalize the invoice, transitioning it to an open status - Duplicate the invoice within draft status for similar billing scenarios - Sync the invoice to your accounting app (if not already done) - Download a PDF preview - Share a link for internal review - Delete the draft if necessary Transitioning out of draft status typically occurs when you're satisfied with the invoice and ready to proceed with client billing, either by finalizing the invoice or sending it directly to the client 2.b Open Once an invoice is finalized or sent to a client, it transitions to the Open status. This status indicates that the invoice is complete and has been issued to the client for payment Key characteristics of open invoices: - Limited editability: To maintain accurate records, open invoices have restricted edits. Significant changes require canceling the current invoice and creating a new one - Client visibility: Invoices in the open status are accessible to clients, typically accompanied by a payment request or instruction - Actions available: For open invoices, available actions include: - Sending reminder emails - Marking the invoice as sent (if not using automatic email) - Duplicating the invoice back to draft status for corrections - Downloading a PDF copy - Sharing a link directly with the client - Marking the invoice as paid upon receiving payment - Writing off the invoice in certain circumstances - Canceling the invoice if plans change By leveraging these statuses effectively, you’re equipped to keep your billing process organized, transparent, and responsive to both your business needs and your clients’ expectations 2.c Default invoice status In Cone, users have the flexibility to configure default invoice statuses under billing settings. This feature streamlines the invoicing process, especially for invoices generated automatically by the system. It ensures consistency in how invoices are managed and progressed within your financial workflow 2.c.i Configuring default invoice status Accessing billing settings - Navigate to billing settings: Users can access this option within their Cone dashboard settings. Here, you'll find various configurations related to invoicing and payments Setting Default Invoice Status - Default status options: Cone allows you to set a default status for newly created invoices. This could be Draft or Open, depending on your workflow preference - Draft: Indicates the invoice is in a preparatory stage and can be edited - Open: Signifies the invoice has been finalized and issued to the client but not yet paid 2.c.ii Application of default invoice status Automatically generated invoices - System behavior: For invoices automatically created by Cone (e.g., recurring invoices, invoices generated from approved proposals), the system applies the configured default invoice status - Workflow efficiency: This setting ensures that automatically generated invoices follow a consistent process, reducing manual adjustments and enhancing workflow automation Ad-hoc or manually generated invoices - User flexibility: While the default invoice status is pre-filled based on billing settings, users have the option to override this status during the invoice creation process - Adaptability: This allows for greater control and flexibility, accommodating unique circumstances or specific client needs that may require a different invoice management approach 3. Customization Cone provides users with the flexibility to ensure their invoices reflect their brand and meet specific needs. With Cone, tailoring every aspect of your invoice, from branding elements like logos to critical financial details and payment options, is straightforward and effective 3.a Customization options 3.a.i Logo Logo display: Your invoice will automatically feature the logo determined in your branding settings. This ensures brand consistency across all your documents without the need for manual updates per invoice 3.a.ii Title and memo These can managed under invoice settings in billing Invoice title: You can configure the title that shows up in the invoice. This can be managed in invoice settings under billing Memo configuration: Any memo you’ve set up in your invoice settings will appear on your invoices, providing a space for important messages or terms tailored to your business or the specific invoice 3.a.iii Dates, numbers, and addresses Invoice date and number: Every invoice generated will automatically include the invoice date and a unique invoice number, aiding in organization and tracking Due date: The due date, critical for payment timing, is prominently displayed based on your configured preferences. Invoice terms can be configured to determine due date based on invoice date Tax number: Your tax identification number, if included in your settings, will be displayed, ensuring compliance and making it easier for clients to process payments Client and customer addresses: Both your address and your client's address are clearly included, providing necessary details for both parties 3.a.iv Payment link Payment integration link: If you’ve connected a payment processor like Stripe or GoCardless, you have the option to include a direct payment link in your invoices. This facilitates faster, easier payment procedures for your clients. This setting can be found under your payment integration settings This will be reflected in the invoice email and the PDF as well 3.a.v Email You can configure to send email to client when invoice is finalized in Cone. You can also choose to send email to client when a payment is made When you send an invoice via email through Cone, the recipient will get the invoice as a PDF attachment for their records. This ensures they have all the details in a widely accessible format Should payment be enabled on the invoice, the email will also contain a payment link. This addition streamlines the payment process, encouraging prompt action from clients 4. Invoice actions Once an invoice is created, it will be shown under Invoices tab in billing under client workspace and also at the account level 4.a Actions in Draft status - Edit draft: Allows you to make changes to the invoice before finalizing, ensuring all details are accurate and complete - Send email: Enables you to share a draft version of the invoice with colleagues or clients for pre-finalization review and feedback - Finalize: Converts the invoice from draft to open status, indicating it's ready to be officially sent to the client - Mark as sent: This action tells your system the invoice has been manually sent to the client, useful for tracking purposes - Duplicate in Draft status: Creates a copy of the current invoice still in draft form, ideal for similar billing situations to save time - Download PDF: Generates a downloadable PDF version of the draft invoice for offline sharing or personal record-keeping - Share link: Provides a sharable link of the draft invoice, facilitating easy access for designated recipients - Delete: Removes the draft invoice from the system if no longer needed, ensuring clean and relevant invoice records When accounting integration is enabled, following additional actions are available - Sync to accounting app: If not already done, this action syncs the draft invoice with connected accounting software, keeping financial records unified 4.b Actions in Open status - Send email: Facilitates sending the finalized invoice to the client directly from Cone, enhancing ease and efficiency - Mark as sent: Acknowledges within Cone that the invoice has been issued to the client, keeping the status up-to-date - Duplicate in Draft status: Allows you to create an editable copy of the invoice in draft status, useful for necessary revisions after initial finalization - Download PDF: Generates a PDF version of the open invoice for external sharing or records - Share link: Offers a link to the open invoice for sharing with clients, enabling them to view the invoice online - Mark as paid: Manually updates the invoice status to Paid in Cone, reflecting the payment completion by the client - Write off: Marks the invoice in situations where payment is deemed uncollectible, adjusting financial records accordingly - Cancel invoice: Annuls the invoice if it's no longer valid or required, withdrawing it from the client view and financial tracking When accounting integration is enabled, following additional actions are available - Sync to accounting app: This action syncs the draft invoice with connected accounting software, keeping financial records unified When payment integration is enabled, following additional actions are available - Resync to Payment App: Updates or reconnects the invoice details with the payment processing app to ensure accurate and current payment information

Last updated on Apr 04, 2026

Recurring invoices overview

https://www.loom.com/share/931f3bb2ff6e4ccbadb76a18fe35d1ff Summary 1. Introduction to recurring invoices - Automate invoice generation at regular intervals - Reduce the need for manual intervention in billing processes 2. Creating a recurring invoice - Access the recurring invoice setup from either the account level or a specific client workspace - Navigate to the client's workspace and select Create Recurring invoice 3. Configuring recurring settings - Identifier: Assign a unique identifier for easy reference - Recurrence frequency: Choose intervals such as monthly, quarterly, etc. - Start date: Set the initial date for invoice generation - End conditions: Specify termination criteria (e.g., after a set number of invoices or indefinitely) - Advance generation: Determine how far in advance invoices should be created 4. Managing recurring rules - Editing rules: Modify existing rules, noting that changes affect future invoices only - Stopping rules: Halt invoice generation under a specific rule as needed - Viewing invoices: Access generated invoices and review their details 5. Viewing generated invoices - Invoices created via recurring rules are marked with an identifiable icon - Click on the icon to view the associated recurring rule 6. Overview of all recurring rules - Navigate to the billing page and select the Recurring tab to see all active rules across clients - Review generated invoices under the Invoices tab for comprehensive tracking

Last updated on Apr 04, 2026

Invoices

The Invoices page gives you a full view of all invoices across every client — outstanding amounts, overdue invoices, and payment history in one place. The invoices list Go to Finances → Invoices. The summary cards at the top show your total outstanding, overdue, and paid amounts. The table below lists every invoice with number, client, dates, amount, and status. Invoices list — summary cards for outstanding, overdue, and paid, plus full invoice table Use the status tabs to filter: All, Draft, Open, Cancelled, Write off, Rejected, Past due, Paid, Scheduled. Use + View to save custom filters. Create an invoice Click Create invoice and choose the type: - Standard invoice — one-off invoice for a specific amount - Recurring invoice — sets up an automatic billing schedule (see Recurring invoices) For a standard invoice, select the client, add line items from your service library or as custom items, set the due date, and choose payment collection: - Manual — the client pays themselves via the payment link - Automatic — Cone charges the client's saved payment method on the due date (requires Stripe or GoCardless connected) Invoice detail panel Click any invoice row to open the detail panel on the right. The panel shows the full invoice summary, line items, payment status, and available actions. Invoice detail side panel showing payment section, summary, and line items From the detail panel you can: send or resend the invoice, record a manual payment, write off the balance, download a PDF, or void the invoice. Payment sync When a client pays online via Stripe or GoCardless, the invoice status updates automatically to Paid. If you have Xero or QuickBooks Online connected, the payment syncs to your accounting software automatically — no manual reconciliation needed.

Last updated on Apr 05, 2026