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:

1

From a Proposal

  • Open an approved proposal.

  • Click Create Invoice.

  • Select which items to include (or all items).

  • Review taxes, shipping, and notes.

  • Click Save.

Tip: Creating from a proposal ensures item prices match what the client approved.

2

From the Invoices Tab

  • Navigate to Projects → Select Project → Invoices.

  • Click New Invoice.

  • Add items manually from the project item list.

  • Adjust pricing, taxes, or descriptions as needed.

  • Click Save.

Tip: Creating from a proposal ensures item prices match what the client approved.

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:

1

  • 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.

1

  • 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:

1

  • 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.

1

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.

1

To send

  • Open the invoice.

  • Click Send to Client.

  • Review the email content and click Send.

2

To download

  • Open the invoice.

  • Click Download PDF.

  • Choose your layout and click Generate PDF.

Tip: The invoice PDF includes your logo and company info automatically from your company profile settings.

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.

1

  • 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.

1

  • 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.

1

  • 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.

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