Creating Your First Invoice

Send professional, trackable invoices to your clients in minutes with DoulaBub's invoicing system.

Before You Start

Make sure you have:
- Added your client to the system
- Set up your business profile with payment information
- Reviewed your invoice settings (optional)

Creating an Invoice

Step 1: Navigate to Invoices
1. Go to **Dashboard** → **Invoices**
2. Click **+ Create Invoice**
3. You'll be taken to the invoice creation form

Step 2: Select Client
- Choose the client from the dropdown
- Their contact information will auto-populate
- You can also create a new client on the fly

Step 3: Add Services

DoulaBub includes pre-built doula service templates:

**Birth Doula Services:**
- Birth Support Package
- Prenatal Visits
- Postpartum Check-In
- On-Call Service

**Postpartum Services:**
- Overnight Support
- Daytime Support
- Lactation Support
- Meal Preparation

**Custom Services:**
- Click **Add Custom Service**
- Enter service name and description
- Set rate (hourly or flat fee)
- Adjust quantity

Step 4: Set Payment Terms

Configure invoice details:
- **Due Date:** When payment is expected
- **Payment Methods:** List accepted methods
- **Deposit Required:** Set deposit amount if applicable
- **Late Fees:** Optional late payment terms

Step 5: Add Notes & Terms

Include important information:
- Payment instructions
- Cancellation policy
- Service agreement terms
- Contact information for questions

Step 6: Review & Send

Before sending:
- Review all line items for accuracy
- Check total amount
- Verify client email address
- Preview the invoice PDF

Click **Send Invoice** to email it to your client instantly.

Invoice Templates

Save time with reusable templates:

Creating a Template
1. Go to **Settings** → **Invoices**
2. Click **Create Template**
3. Name your template (e.g., "Full Birth Package")
4. Add your standard services and pricing
5. Set default payment terms
6. Save template

Using a Template
When creating a new invoice:
1. Click **Use Template**
2. Select your saved template
3. All services and terms auto-populate
4. Customize as needed for this specific client

Payment Tracking

Monitor invoice status in real-time:

Invoice Statuses
- **Draft:** Not yet sent
- **Sent:** Emailed to client
- **Viewed:** Client opened the invoice
- **Paid:** Payment received
- **Overdue:** Past due date
- **Cancelled:** Invoice voided

Recording Payments
When a client pays:
1. Open the invoice
2. Click **Record Payment**
3. Select payment method
4. Enter amount (supports partial payments)
5. Add payment date and notes
6. Save

The invoice status updates automatically.

Partial Payments & Deposits

Many doulas require deposits:

**Setting Up Deposits:**
1. In invoice settings, enable deposits
2. Set deposit amount ($ or %)
3. Remaining balance shown separately

**Recording Deposit:**
- Use the **Record Payment** function
- Note it as "Deposit payment"
- Outstanding balance updates automatically

**Sending Balance Reminder:**
- DoulaBub can auto-remind for final payment
- Or manually send a reminder email

Invoice Customization

Branding
- Add your logo (from business profile)
- Choose accent color
- Customize header and footer

Fields
Include optional fields:
- Invoice number (auto-generated)
- Purchase order number
- Tax ID
- Project/service dates

Language
Customize text for:
- Payment instructions
- Thank you message
- Terms and conditions

Email Delivery

Invoices are sent via email with:
- PDF attachment
- Professional email template
- Payment instructions
- Client portal link for online payment (if enabled)

Email Settings
Configure in **Settings** → **Emails**:
- Custom email subject line
- Personal message
- CC yourself on all invoices
- BCC your bookkeeper

Best Practices

✅ **Do:**
- Send invoices promptly
- Use clear service descriptions
- Set realistic payment terms
- Follow up on overdue invoices
- Keep records organized

❌ **Don't:**
- Wait too long to invoice
- Use vague service descriptions
- Forget to set due dates
- Ignore overdue payments
- Skip payment tracking

Recurring Invoices

For ongoing services:
1. Create an invoice as normal
2. Check **Make Recurring**
3. Set frequency (weekly, monthly, etc.)
4. Set end date or "Until cancelled"
5. Save

DoulaBub will automatically:
- Generate invoices on schedule
- Send to client
- Track payments
- Notify you of any issues

Reports & Insights

Track your business finances:
- **Revenue Dashboard:** See income over time
- **Outstanding Balance:** View unpaid invoices
- **Payment Methods:** See preferred payment types
- **Client History:** Per-client invoice history

Access reports at **Dashboard** → **Reports**

Troubleshooting

**Invoice won't send**
- Check client email is valid
- Verify your email settings
- Check spam folder
- Contact support if issue persists

**Client didn't receive invoice**
- Check their spam folder
- Resend from invoice page
- Try alternate email address
- Download PDF and send manually

**Calculation errors**
- Verify all quantities
- Check for duplicate line items
- Ensure taxes calculate correctly
- Contact support for help

Next Steps

- [Set up invoice templates](/help/billing-invoicing/invoice-templates)
- [Configure payment methods](/help/billing-invoicing/payment-methods)
- [Set up recurring invoices](/help/billing-invoicing/recurring-invoices)
- [Generate financial reports](/help/billing-invoicing/financial-reports)