Creating Invoices

This guide covers how to create and manage invoices for client projects in MyStudio.

Accessing Invoices

From Project Detail

1. Open the project
2. Click the Invoices tab
3. Click Create Invoice

Invoice Types

Type	When to Use
Deposit Invoice	After quote approval, before work begins
Progress Invoice	During production (milestone payments)
Final Invoice	Upon project completion
Adjustment Invoice	For scope changes or additional work

Creating an Invoice

Step 1: Prepare Your Invoice

Create your invoice with:

• Invoice number
• Client details
• Line items and amounts
• Payment terms
• Bank details

Step 2: Upload the Invoice

1. Click Create Invoice
2. Select your PDF file
3. Enter invoice details

Step 3: Invoice Details

• Invoice Number: Your reference number
• Amount: Total due
• Due Date: Payment deadline
• Description: What this invoice covers

Step 4: Send to Client

Click Send Invoice to notify the client.

Invoice Content

A complete invoice should include:

Header

• Your company details
• Invoice number
• Invoice date
• Due date

Client Details

• Company name
• Billing address
• Contact person

Line Items

Item	Description	Amount
Pre-production	Planning and scripting	$X,XXX
Production	Filming and equipment	$X,XXX
Post-production	Editing and graphics	$X,XXX
Total		$X,XXX

Payment Information

• Bank details
• Payment methods accepted
• Reference to use

Terms

• Payment terms (Net 14, Net 30, etc.)
• Late payment policy
• Contact for questions

Invoice Status

Status	Meaning
Pending	Awaiting payment
Overdue	Past due date
Paid	Payment received
Cancelled	Invoice cancelled

Updating Payment Status

Marking as Paid

When payment is received:

1. Open the invoice
2. Click Mark as Paid
3. Enter payment date
4. Add payment reference (optional)

Cancelling an Invoice

If invoice is no longer valid:

1. Open the invoice
2. Click Cancel Invoice
3. Add reason
4. Confirm cancellation

Payment Reminders

Automatic Reminders

Configure automatic reminders for:

• Before due date
• On due date
• After due date (overdue)

Manual Reminders

1. Open the invoice
2. Click Send Reminder
3. Customize message (optional)
4. Send

Invoice Workflow

Deposit Invoice Flow

Quote Approved → Create Deposit Invoice → Client Pays →
Begin Production

Final Invoice Flow

Video Approved → Create Final Invoice → Client Pays →
Project Complete

Managing Multiple Invoices

Project Invoice Summary

View all invoices for a project:

• Total quoted
• Total invoiced
• Total paid
• Outstanding balance

Company Invoice Summary

View all invoices for a client company across projects.

Payment Tracking

Dashboard View

Monitor outstanding invoices from the admin dashboard.

Overdue Report

Generate reports of:

• Overdue invoices
• Aging analysis
• Collection status

Integration

Accounting Software

Export invoice data for your accounting system:

• CSV export
• PDF copies
• Summary reports

Payment Gateways

If configured, clients can pay directly through:

• Credit card
• Bank transfer
• PayPal

Best Practices

Timely Invoicing

• Invoice promptly after milestones
• Don't delay final invoices
• Send reminders before due dates

Clear Documentation

• Reference project name and ID
• Match line items to quote
• Include payment instructions

Follow Up

• Track payment status regularly
• Send reminders professionally
• Escalate overdue issues appropriately

Record Keeping

• Keep copies of all invoices
• Document payment receipts
• Maintain audit trail

Troubleshooting

Client Can't See Invoice

1. Verify invoice was sent (not draft)
2. Check client permissions
3. Verify billing email

Payment Not Showing

1. Allow time for processing
2. Verify payment was completed
3. Check payment reference matches

Need to Modify Invoice

Create a new invoice or credit note rather than editing sent invoices for proper record keeping.