Creating Invoices

Generate and send professional invoices to clients.

Invoice Overview

PhotoProOS makes it easy to create professional invoices for your photography services.

Creating an Invoice

From the Dashboard

  1. Click "New Invoice" in the sidebar
  2. Select or create a client
  3. Add line items
  4. Review and send

From a Client Profile

  1. Open the client's profile
  2. Click "Create Invoice"
  3. Client info pre-filled
  4. Add services and send

From a Booking

  1. Open the booking details
  2. Click "Generate Invoice"
  3. Services from booking pre-filled
  4. Review and send

Invoice Components

Header

Automatically includes:

  • Your business name and logo
  • Your contact information
  • Client name and details
  • Invoice number (auto-generated)
  • Invoice date
  • Due date

Line Items

Add items with:

  • Description
  • Quantity
  • Unit price
  • Total (auto-calculated)

Summary

Shows:

  • Subtotal
  • Tax (if applicable)
  • Discounts (if any)
  • Total due

Line Item Types

Services

Pre-defined photography services:

  1. Click "Add Service"
  2. Select from your service list
  3. Adjust quantity if needed
  4. Price populates automatically

Custom Items

Add one-time items:

  1. Click "Add Custom Item"
  2. Enter description
  3. Set price
  4. Add quantity

Travel Fees

Include travel expenses:

  1. Add travel line item
  2. Enter miles or fixed fee
  3. Description auto-generated

Discounts

Percentage Discount

Apply a percentage off:

  1. Click "Add Discount"
  2. Choose "Percentage"
  3. Enter percentage
  4. Applies to subtotal

Fixed Amount

Apply a dollar discount:

  1. Click "Add Discount"
  2. Choose "Fixed Amount"
  3. Enter discount amount

Tax Settings

Enable Tax

  1. Go to Settings > Tax
  2. Set your tax rate
  3. Choose taxable services
  4. Tax auto-calculated on invoices

Tax-Exempt Clients

For clients exempt from tax:

  1. Open client profile
  2. Enable "Tax Exempt"
  3. Add exemption reason

Sending Invoices

Email Delivery

  1. Review the invoice
  2. Click "Send Invoice"
  3. Client receives email with:

- Invoice PDF

- Payment link

- Your message (optional)

Copy Link

Share a direct payment link:

  1. Click "Copy Payment Link"
  2. Send via your preferred method
  3. Client clicks to pay

Payment Options

Online Payment

Clients pay via Stripe:

  • Credit/debit card
  • Apple Pay / Google Pay
  • Bank transfer (ACH)

Manual Payment

Record offline payments:

  1. Open the invoice
  2. Click "Record Payment"
  3. Enter payment details
  4. Invoice marked as paid

Invoice Status

Draft

Not yet sent. Editable.

Sent

Delivered to client. Awaiting payment.

Viewed

Client has opened the invoice.

Paid

Payment received. Complete.

Overdue

Past due date. Unpaid.

Payment Reminders

Automatic Reminders

Enable automatic follow-ups:

  1. Go to Settings > Invoices
  2. Enable "Payment Reminders"
  3. Set reminder schedule

Manual Reminders

Send a reminder anytime:

  1. Open the invoice
  2. Click "Send Reminder"
  3. Client receives follow-up email

Invoice Templates

Default Template

Professional design with your branding.

Customization

Adjust template settings:

  • Logo placement
  • Color scheme
  • Footer notes
  • Terms and conditions

Was this article helpful?