How to Create and Send Your First Invoice

Creating professional invoices is essential for running a successful doula practice. This guide walks you through creating your first invoice in DoulaBub.

Before You Start

Make sure you have:

• Completed your business profile setup
• Added at least one client
• Set up service templates (optional but helpful)

Step 1: Navigate to Invoices

1. From your dashboard, click Invoices in the sidebar
2. Click the Create Invoice button
3. You'll see the invoice creation form

Step 2: Select Your Client

Search for Existing Client:

1. Start typing your client's name in the Client field
2. Select from the dropdown list
3. Client contact info will auto-populate

Or Add New Client:

1. Click Add New Client if they're not in your system yet
2. Fill in required information
3. Return to invoice creation

Step 3: Choose Invoice Type

DoulaBub supports different invoice types for your workflow:

Standard Invoice

• Most common type
• For completed or upcoming services
• Due immediately or with payment terms

Deposit Invoice

• Request partial payment upfront
• Common for securing your services
• Typically 25-50% of total package

Payment Plan

• Break total cost into installments
• Great for larger packages
• Automatic payment reminders

Step 4: Add Services

Option A: Use Service Templates

If you've set up service templates:

1. Click Add from Template
2. Select service (e.g., "Full Birth Support Package")
3. Quantity and pricing auto-fill
4. Adjust if needed for this client

Option B: Add Custom Line Items

1. Click Add Line Item
2. Enter service description
3. Add quantity and rate
4. Tax applies automatically based on your settings

Common Doula Services:

Birth Support:

• Prenatal visits (typically 2-3 meetings)
• On-call availability (from 38 weeks)
• Birth attendance (continuous support)
• Immediate postpartum visit
• Follow-up visit

Postpartum Support:

• Hourly daytime care
• Overnight care (8-10 hour shifts)
• Package deals (10, 20, 40 hours)
• Lactation support
• Newborn care education

Additional Services:

• Birth plan assistance
• Comfort measures class
• Sibling preparation
• Photography (if offered)
• Placenta encapsulation (where legal)

Step 5: Set Payment Terms

Due Date Options:

• Due upon receipt (immediate payment)
• Net 15 (due in 15 days)
• Net 30 (due in 30 days)
• Custom date

For Deposit Invoices:

• Set deposit amount (dollar or percentage)
• Specify when balance is due
• Example: "$500 deposit due upon signing, balance due by 36 weeks"

Step 6: Add Payment Instructions

DoulaBub does not process payments in the app yet. Add the external payment method you and your client have agreed on to the invoice notes or footer, along with only the details the client needs to complete payment.

After payment arrives, open the invoice and use Record Payment to enter the amount, date, method, and an optional reference. DoulaBub will update the balance and payment status.

Step 7: Add Tax (If Applicable)

For Canadian Doulas

Tax is automatically calculated based on your province:

• GST (5%) for AB, BC, MB, NT, NU, QY, SK, YT
• HST (13%) for ON
• HST (15%) for NB, NL, NS, PE

GST/HST Exemptions: If your annual revenue is under $30,000 CAD, you may choose not to charge GST/HST. Update this in your business profile settings.

For American Doulas

Sales tax requirements vary by state:

• Some states exempt doula services as healthcare
• Others require tax collection based on revenue thresholds
• Check your state's regulations

DoulaBub Tip: Consult a tax professional in your jurisdiction to ensure compliance.

Step 8: Add Notes and Terms

Invoice Notes (visible to client):

• Payment instructions
• What services are included
• Cancellation policy
• Contact information for questions

Example Note:

Thank you for choosing my doula services! This invoice covers your Full Birth Support Package, including 2 prenatal visits, continuous birth support, and 1 postpartum visit. I'll be on call starting at 38 weeks. Payment secures your due date on my calendar.

Internal Notes (private):

• Special client requests
• Discount reasons
• Payment arrangement details

Terms and Conditions:

• Link to your service agreement
• Refund/cancellation policy
• Scope of practice disclaimer

Step 9: Preview Your Invoice

Before sending:

1. Click Preview to see client view
2. Check all details for accuracy:
   • Client name and contact info
   • Service descriptions and amounts
   • Tax calculations
   • Payment methods
   • Due date
3. Make any needed corrections

Step 10: Send Your Invoice

You have several delivery options:

Email (Recommended):

1. Client receives professional PDF invoice
2. Client follows the external payment instructions on the invoice
3. Client can download the invoice for their records

Download PDF:

1. Save to your computer
2. Print for in-person delivery
3. Attach to your own email
4. Keep for your records

Client Portal:

1. Invoice automatically appears in client portal
2. Client can view and download it
3. No email required
4. Great for ongoing clients

Mark as Sent:

• If you delivered invoice another way
• Helps with invoice tracking
• Reminder emails still work

Step 11: Track Payment

Once your invoice is sent:

Monitor Status:

• Draft: Not yet sent
• Sent: Delivered to client
• Viewed: Client opened invoice
• Paid: Payment received
• Overdue: Past due date
• Cancelled: No longer valid

Payment Tracking:

• Record payments as received
• Choose payment method used
• Add transaction reference
• System updates balance automatically

Send Reminders:

• Automatic reminders before due date
• Overdue payment notifications
• Customizable reminder schedule

Common First Invoice Scenarios

Scenario 1: Birth Package with Deposit

1. Create invoice for full package amount
2. Set invoice type to "Deposit"
3. Set deposit amount (e.g., $500)
4. Due date: Upon contract signing
5. Add note about when balance is due

Scenario 2: Postpartum Hourly Services

1. Add line item: "Postpartum Doula Support"
2. Quantity: Hours worked (e.g., 12 hours)
3. Rate: Your hourly rate
4. Due date: Net 15 or upon receipt
5. Include dates of service in description

Scenario 3: Multi-Service Package

1. Add multiple line items:
   • 3 prenatal visits @ $75 each
   • Birth support (flat rate) $1200
   • 2 postpartum visits @ $100 each
2. Consider package discount if applicable
3. Set payment plan for large total

Tips for Success

Professional Polish:

• Use clear, specific service descriptions
• Include dates or date ranges
• Proofread before sending
• Keep invoice formatting consistent

Prompt Payment:

• Send invoices promptly after service
• Offer multiple payment methods
• Set clear due dates
• Follow up on overdue invoices professionally

Record Keeping:

• Download PDF copies for your records
• Track all payments
• Keep notes on payment arrangements
• Review aging reports monthly

Regional Payment Timeline Expectations

Canada:

• Deposits: Typically due upon contract signing
• Birth packages: Balance due by 36-38 weeks
• Postpartum services: Net 15 days is common
• E-Transfer: Usually same-day payment

USA:

• Deposits: Due at contract signing
• Birth packages: Balance due by 36 weeks
• Postpartum services: Due upon receipt to Net 30
• Digital payments: Usually 1-3 business days

Next Steps

Now that you've created your first invoice:

1. Set up service templates to save time
2. Configure automatic payment reminders
3. Explore payment plan options
4. Review invoice reports

Need Help?

For Invoice Questions:

• Email: support@doulabub.com
• Live chat: Available 9 AM - 5 PM EST/PST

For Payment Issues:

• Read Online Payments Are Coming Soon
• Contact the provider you currently use to collect payments outside DoulaBub

For Tax Questions:

• Canada: Consult a CPA familiar with GST/HST
• USA: Contact a tax professional in your state

Remember: Your invoice is often a client's first impression of your business professionalism. Take the time to make it accurate and complete!