This guide shows you how to create and send invoices in Programa so you can bill clients for your projects, time entries, and custom items.
Creating your invoice
Navigate to 'Invoices' from the left-hand navigation menu, and click the ➕ icon in the bottom-right of the page.
Select the active project you'd like to bill for from the panel that appears on the right.
Choose your client from the Client dropdown menu, or select + Add new client if they're not in your Address Book.
If adding a new client, fill out the required fields and click + Add client to save.
Select your due date from the Due Date dropdown menu.
Adding items to your invoice
You can add items to your invoice in three ways: from your Schedule, from time entries, or as custom line items.
Adding items from a Schedule
Click Add from schedules to open the panel on the right.
Select the Schedule you'd like to pull products from using the Schedules dropdown menu.
Use the filter button to narrow your search (for example, filter by Status > Approved to show only client-approved items).
Check the box next to each item you want to add, and click Add Items to confirm.
Adding time entries
Click Add time entry.
Select the date range and team member you'd like to bill for from the panel on the right.
Click Add Entries to confirm.
Note: Time entries will be aggregated and added as a single item, rounded up to the nearest whole hour. If team members have different billable rates, combine entries with matching rates into the same line item.
Adding custom line items
Click Add custom item.
Enter a Description, Qty, and Amount in the fields provided.
Click Save to confirm.
Assigning items to QuickBooks or Xero
If you've integrated QuickBooks or Xero with Programa, a draft invoice will be generated in your accounting software.
The income accounts configured in your settings will be selected by default. In the QuickBooks/Xero field, select the account each item corresponds to. The dropdown will show accounts from your connected accounting software.
Note: The recipient displayed here is the client selected when the invoice was created and cannot be changed.
Sending your invoice
Click Ready to Send to open the panel on the right.
Add any Notes you'd like to include for your client.
(Optional) Click the dropdown arrow next to Advanced Controls to:
Add your Stripe default memo (this replaces your custom note with the memo from your Stripe account)
Add a Stripe footer by entering your footer notes in the text box provided
Under Payment via, select your preferred payment method.
Toggle on Pass on transaction fee to client? to add associated fees to your client's invoice. Include a description for your client and toggle on Taxable? if the fee is taxable.
(Optional) Toggle on Split payments to take payment in installments.
Click Send to complete and issue your invoice to your client.
Note: Bank transfers are available in the US, Mexico, Japan, UK, Belgium, Germany, Spain, France, Ireland, and the Netherlands, and must be enabled in your Stripe account. Learn more about Stripe bank transfers.
Deleting draft invoices
To delete a draft invoice that you no longer need, click the 3-dot menu next to the invoice entry and select Delete Invoice.
Need more help with creating invoices? Contact our support team via live chat for personalized assistance.