The ability to invoice your clients using a smart file provides yet another way to reduce friction for your clients and make sure you get paid with no back and forth.
Whether you’re building the invoicing experience out by adding a contract to sign, questions for your clients, the Scheduler for clients to schedule time, and beautifully branded text and images; or, simply using the file to design a functional, eye-catching, standalone invoice, invoices always make it easy for your clients to pay.
In this article, we’ll review:
Adding an invoice to a smart file
Once you’ve created your smart file, find or create the page where you want the invoice to go—you can even pull an existing invoice into your new template to save time. If you make edits, they’ll take effect only in the template you’re working on.
Add an invoice to an existing page
Add an invoice to an existing page
1. Click the large plus (+) button to add a new block.
2. Select Invoice & Pay.
3. From here, you can:
Click + Start from blank, then select your invoice type (standard or recurring) to add a new invoice & pay block; OR
Select an existing smart template to pull in its invoice
Add an invoice to a new page
Add an invoice to a new page
1. Click the Pages icon at the top of the builder.
2. Click Add Page.
3. From here, you can:
Click + Start from blank to add a blank page, then add an Invoice & Pay block by following the drop-down above; OR
Select pages of an existing smart file template that contain an invoice
Adding an invoice will add just that—an invoice—and it will also add a payment page to your smart file. The invoice page is where you’ll build out the services you’re charging for, as well as the payment schedule. From the payment page, you can adjust payment settings (the payment methods you'll accept, whether clients can add gratuity, etc.).
Once you send a smart file containing an invoice to a client, here's what they'll experience.
Added your invoice successfully? Skip here for more details on building your invoice out and customizing it.
Adding services, items, and/or packages
1. Click the search bar in the first empty service item field to start adding. From here, you can:
Add existing items, services, or packages (any that you’ve sent to clients before) by selecting from the available list, or typing to search for something specific.
Add something new by typing in the name of the item/service and clicking the + New button.
2. Edit the details for each item or package by clicking on the field you'd like to update: name, image, quantity, price, tax, etc.
3. Continue adding items or services by clicking + Add an item/package.
Clicking an individual item will allow you to edit further: you can check or uncheck tax and toggle the image on and off in the right side bar; click the move icon to rearrange the order of items with drag and drop; and delete items with the trash can.
Customizing your invoice's settings
First, click the outline of the invoice block to open the invoice settings sidebar.
From here, you’ll be able to adjust two areas.
✓ Create any payment schedule (payment amounts and due dates) that works best for you and your business
✓ Add tax rate(s) to any packages/items
✓ Send a standard or recurring invoice
✓ Allow clients to pay by credit card, ACH bank transfer, or both*
✓ Allow clients to add gratuity to their payment, or not
✓ Require clients to opt in to automatic payments, or just keep it as an option
X Place a hold on a client's card for services, damages, or cancellations (instead, consider collecting a deposit and setting a reminder to refund following the event/services)
X Allow clients to pay any amount on any date (you'll need to create a set payment schedule. If clients would like to pay a different amount and/or on a different date, they'll need to reach out to you to edit the schedule)
Add tax details
If not already added, click + Add tax to add a tax or fee and rename the field if you’d like. Click into the field below to adjust the amount—you can set a dollar amount, or a percentage of the total taxed packages/items.
You can always click + Add tax to add an additional tax or fee, such as a service charge, to the invoice summary. Name the field in the settings sidebar, and click the field below to adjust the amount.
Set payment options
Here, you can adjust:
Invoice type: Set the invoice type and payment cadence (standard or recurring)
Payment method: Set which payment methods you’ll accept (credit card, ACH bank transfer, or both)*
Client can add a tip: Allow your client the option to add gratuity/tip
Client must use Autopay: Automatically charge clients on the due dates set in the payment schedule. You can toggle required autopay on, which will require clients to opt in to autopay before they’re able to submit payment to you. If toggled off, clients won’t be required to opt in to automatic payments, but they’ll still have the option to
Customizing your invoice's design
First, click the outline of the invoice block to open the invoice settings sidebar. Then, select the Design tab.
Edit color & layout
As with any smart file, you’ll be able to adjust the basic color & layout of the block—background color, background color opacity, and padding.
You can also toggle the column appearance between Plain (white background) or Theme Color (background will pull the Highlight Color from your theme).
Show/Hide header fields
Under this section, select which areas should be visible to your clients. You can adjust the visibility of the following areas:
Bill to (recipient name)
Purchase order (PO number)
Next, select if package and item images, as well as what columns, should be visible to your clients in the invoice.
Using service blocks with invoices
If you’ve created a services block that allows (or requires) your clients to make a service selection, including an invoice on a subsequent page of the smart file will dynamically pull in your client’s selections and automatically calculate the total amount.
Smart files that contain selectable services and an invoice will automatically include this dynamic section of the invoice (no need to add it manually), even if you began with an invoice section.
You can also include any additional services, fees, or payments in the invoice. Simply add services to the invoice, just as you would in a standard invoice; then, when your client selects their service of choice, that cost will be added to the static services you’ve included.
Finally, in invoices that dynamically pull in service selections, you can customize exactly what your client will see on their invoice for each possible service. Just click the Edit button in the dynamic services section to adjust.
Editing your payment schedule
In the payment schedule section, you can adjust the amount and date of each payment; add payments to the plan by clicking + Add A Payment; or remove by clicking a payment, then clicking the trash can icon.
Click on the dollar amounts to edit the values. You can choose from:
Custom amount: the dollar value of your choice
Percentage: automatically calculate dollar amounts based on percentage of the total
Divide equally: the total invoice amount, divided equally across all payments
Due date options
Click on the dates to edit the values. You can choose due dates from:
Invoice date: payment due on the date the invoice is sent
Custom date: select a fixed due date on the calendar
Smart date: due date is based on a variable such as specific number of days, weeks, or months before a project date, after a project date, or after the invoice has been sent
Mid-project payment: halfway between the day the invoice is sent and the project date
Project date: the date your project is set for. If your project has a start and an end date, this will pull in the project start date
Milestone payment: manually request payment once a project milestone is completed (e.g. completion of a deliverable). If selecting this option, be sure to enter the Milestone name
Sending your smart file
Once you’ve built out the invoice and the rest of your smart file (check out more smart file building tips here), click Share.
You can then share the smart file with your project participants via email, or click Create a Link to copy & share a link to the file via text, DM, or another avenue.
When your client makes a payment, you’ll be notified right away. You can also track payments, contract signatures, and responses to questions when you open the smart file.
And remember, the beauty of a smart file is that it can be more than just an invoice. Add pages with text, images, and videos to introduce your company and showcase your brand; add questions to get more info from your clients (or allow them to ask more questions of you) without any back and forth; add a scheduler block to allow clients to schedule a session with you; or round out the booking process by adding a contract to the experience. Whatever make sense for your business and your process!
Not sure where to start? Check out examples in our smart files Template Gallery to find some smart files that work for you!
Want to learn more?
Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!