Invoicing
Invoices in Blueprint Studio help you bill clients quickly and accurately. They’re connected directly to proposals and items — so when a client approves a proposal, you can generate an invoice in seconds.
💡 Tip: You can create invoices manually or directly from approved proposals — either way, your items and totals stay perfectly in sync.
Creating an Invoice
There are two main ways to create an invoice:
Understanding Invoice Structure
Each invoice includes these sections:
Header: Invoice number, date, and client name
Item list: Products or services being billed
Totals: Subtotal, tax, shipping, and grand total
Payment terms: Optional message (e.g., “Due upon receipt”)
Notes: Internal or client-visible comments
Editing Invoice Details
You can edit general invoice information anytime before payment:
Open the invoice.
Click Edit Invoice.
Update fields like:
Invoice title or number
Issue date and due date
Notes or terms
Tax code or rate
Click Save.
Tip: Once a payment has been received, most financial fields are locked for accounting integrity.
Applying Retainers or Credits
If your client has prepaid retainers or available credits, you can apply them directly to the invoice.
Open the invoice.
Click Apply Credit / Retainer.
Select available credits or retainers.
Confirm the amount to apply.
Click Apply.
The invoice total will automatically reduce by the applied amount.
Tip: Applied retainers and credits appear in both the client’s payment history and the project ledger.
Recording Payments
Payments can be recorded manually or received online.
To record manually:
Open the invoice.
Click Record Payment.
Choose the Payment Method (e.g., Check, Bank Transfer, Cash).
Enter the payment date and reference number (e.g., check #).
Enter the amount received.
Click Save.
The invoice status updates automatically:
Partially Paid if balance remains.
Paid if fully settled.
Tip: For check payments, you can print or attach check stubs for bookkeeping records.
Online Payments
Clients can pay invoices directly online via Blueprint Studio’s built-in payment feature. When you send an invoice, clients receive a secure link where they can review and pay using credit card or ACH transfer.
How it works
Open an invoice.
Click Send to Client.
The client receives an email with a payment link.
Once payment is completed, the invoice status updates automatically.
Tip: You’ll receive a confirmation email when a client pays online. Funds are deposited into your connected account per your payment provider’s settings.
Downloading and Sending Invoices
You can send or download invoices as PDFs anytime.
Tracking Invoice Status
Invoice statuses include:
Draft — Not yet sent or finalized
Sent — Sent to the client, awaiting response
Partially Paid — Payment received but balance remains
Paid — Fully settled
Void — Canceled or replaced
Statuses update automatically based on client actions and recorded payments.
Managing Deposits
Some projects require an upfront deposit before work begins. You can include deposits directly in proposals or invoices.
Add a Deposit % in your project or document settings.
When you create an invoice, Blueprint Studio automatically calculates the deposit due.
Once payment is received, it will appear as a retainer applied toward future invoices.
Tip: Deposits help ensure cash flow while maintaining clear accounting records.
Invoice Reminders
Blueprint Studio can remind clients about unpaid invoices.
Open the invoice.
Click Send Reminder.
The client receives a polite email reminder with a payment link.
Tip: You can send reminders manually or automate them in the future (if enabled by your admin).
Archiving or Deleting Invoices
Old or canceled invoices can be archived.
From the Invoices tab, click ⋯ → Archive.
To permanently delete (admin only), click ⋯ → Delete.
⚠️ Warning: Deleted invoices cannot be recovered and are removed from all financial summaries.
Next Steps
Once invoices are paid, you can create purchase orders to order products from vendors — keeping your project moving smoothly.