Creating & Sending Invoices
SwiftlyCRM's invoicing module lets you generate professional invoices, deliver them through a branded client portal, and track payment status from draft through to fully paid.
Invoice Status Lifecycle
Every invoice moves through a status lifecycle that reflects where it is in the billing process:
| Status | Meaning |
|---|---|
| Draft | Being prepared; not yet sent to the client |
| Sent | Delivered to the client via the portal or email |
| Viewed | Client has opened the invoice portal link |
| Partial | A payment has been recorded but the balance remains outstanding |
| Paid | Fully settled |
| Overdue | Past the due date with an outstanding balance |
| Cancelled | Voided; no payment expected |
SwiftlyCRM transitions some statuses automatically (e.g., Draft → Overdue if the due date passes without payment) and some manually (e.g., you record a payment to move from Sent to Paid or Partial).
Creating an Invoice
Go to Invoices → New Invoice. You can create an invoice in two ways:
| Method | Description |
|---|---|
| From Catalog | Click Add from Catalog to pull in pre-configured products or services with prices pre-filled |
| Manually | Add line items one by one, entering the description, quantity, unit price, discount, and tax rate |
Link the invoice to the relevant Account, Opportunity, and optionally a Contract so that all financial records are connected.
Adding Line Items
Line items on an invoice work the same as on proposals:
| Field | Description |
|---|---|
| Description | Product or service name |
| Quantity | Number of units |
| Unit Price | Price per unit before discount and tax |
| Discount | Percentage or fixed amount |
| Tax Rate | Applied after discount |
The invoice footer calculates subtotal, total discount, total tax, and amount due automatically.
Setting Payment Terms
In the invoice header, set the Payment Terms field to define when payment is due:
| Term | Due Date Calculation |
|---|---|
| Net 7 | 7 days after the invoice date |
| Net 15 | 15 days after the invoice date |
| Net 30 | 30 days after the invoice date |
| Net 60 | 60 days after the invoice date |
| Due on Receipt | Payment expected immediately |
The due date is displayed prominently on the client portal and in reminder emails.
Sending via the Client Portal
Click Send Invoice and choose Share Link or Email. The shareable link opens a public, read-only portal showing the invoice details, line items, totals, and payment instructions. Each time the link is loaded, SwiftlyCRM logs a Viewed event and notifies the assigned user.
Recording a Manual Payment
When a client pays outside an integrated payment gateway (e.g., by bank transfer), record the payment manually. Open the invoice, click Record Payment, and enter the amount, payment date, and payment method. You can record partial payments — the invoice moves to Partial status and tracks the remaining balance. When the balance reaches zero, the invoice moves to Paid automatically.
Setting Up Overdue Reminders
Configure automatic overdue reminder emails in Settings → Invoicing → Overdue Reminders. Set reminders to fire a chosen number of days after the due date (e.g., 1 day, 7 days, 14 days overdue). Each reminder email includes the invoice number, amount due, and a link to the client portal.
Linking Invoices to Opportunities and Contracts
Linking an invoice to an opportunity adds it to the deal's financial summary, giving you a live view of invoiced vs received revenue per deal. Linking to a contract creates an audit trail showing which invoices were raised under which agreement — useful for MSAs or retainers with multiple billing cycles.
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