Invoice is an important proof to verify the transaction relationship between you and your customers, with which customers can get the detailed transaction information, such as company details, dates, invoice number, client details, fees, payment terms, and so on. If everything looks good, customers are able to process payment as invoiced. However, if there is something wrong with the product or service, the clients are able to consult with you by virtue of the invoice.
Thus, most people prefer to trust in a company who issues an invoice actively because they regard it as an open-and-shut way to know the payment information. However, if you are running a business website with a large client base, manually invoicing all clients seems a big trouble for you. To make it easier, we make this guide on how to invoice a client by using WP-Invoice plugin.
WP-Invoice is a flexible client management and billing plugin having been trusted by millions of users worldwide. Once you have installed this plugin, you can create an invoice via WordPress dashboard easily. In this case, a secured link is sent to your customers by email, and it links to a web page where the invoice is automatically displayed.
Besides, this plugin also enables some premium features, like Single Page checkout, PDF, Quotes and Powerful Tools to make the invoice creation much easier. After having a quick view about this powerful plugin, let’s get started to get the utmost out of it by following the step-by-step guide as below.
Plugin URL: https://wordpress.org/plugins/wp-invoice/
Install & Activate WP-Invoice
We are going to install and activate WP-Invoice plugin via WordPress dashboard. Go to Plugins > Add New and search for WP-Invoice. Target the “WP-Invoice – Web Invoice and Billing” and click Install Now decidedly.
When turning to the next page that shows you a brief introduction about WP-Invoice, you are required to “Activate Plugin” and get into your stride. And then, you will come to the Installed Plugins page automatically.
How to Invoice a Client with WP-Client?
Since the Invoice option is included in the menu bar, you have successfully enabled the WP-Invoice plugin on your WordPress website. First of all, go to Invoice > Settings to make a change on the plugin configuration.
The Basic Setup interface is where to customize the payment gateway, which requires you to fill out the business name, determine where to display the invoice, how to insert invoices, etc. If there is no appropriate page to showcase the invoice, we suggest you to create a new one via Pages > Add New. Here, we name the newly created page as Invoices. Publish this page and go back to the WP-Invoice settings.
You should name your business properly and pitch on the Invoices page from the drop-down list. And then, determine where to insert invoice and there are four options available for you, including “Overwrite All Page Content”, “Place Below Content”, “Above Content” and “Replace [wp-invoice] Tag”. Note that, the forth option allows you to place the invoice in anywhere on the Invoices page by using the tag [wp-invoice].
In addition, there are 5 payment methods available for you to choose from, including PayPal, InterKassa, 2Checkout, Credit Card and Stripe, and you are allowed to select more than one patterns of payment according to personal needs.
And then, customize the selected payment methods below Basic Setup section. Take PayPal as an example. You need to fill out the information of PayPal username, PayPal IPN URL, USE in Test Mode and some other details. Finally, click “Save All Settings” to confirm all changes.
Enter the client’s email address as required when you come to Invoice > Add New page. Click the Create New button.
Here is the Invoice Edit page. By default, there are two lines available for you to add the item information. You are allowed to add more lines or delete the existing ones as you need. Besides, the “Toggle Description” under each line is where to add a brief introduction to this product. Note that, the Qty. filed should be filled in the number of the purchased items.
For instance, one of our clients has purchased a Camera pricing at $700. And then, we should fill out the details as below.
Move on to the Payment Settings. This is where to select the default payment option, accepted payments and currency.
And then, you are required to fill out the specific information about this client, including first name, last name, company name, phone number, and so on. Note that, a link to WP-CRM plugin is shown at the bottom of this section. If you are interested in this customer management plugin, you can click this link and get the whole picture of WP-CRM.
Finally, go to the Publish option and determine whether to accept partial payment and recurring bill. Click the Save button to confirm all settings.
You are asked to enter a proper name for this new invoice in the blank and then send a message to the invoiced client. There are three templates available for you, including New Invoice, Reminder and Send Receipt. Here, we select the “New Invoice” template and click “Send Notification” to send out this message.
After a few seconds, your client will receive this message which includes a link to his/her invoice. When clicking the given link, this person can get an invoice as the following screenshot. If there is nothing wrong with this invoice, the client can finish the payment by clicking “Process Payment of $xxx”.
Go to Invoice > View All to check all invoices. To target certain invoices, you can filter results by following the given standards. What’s more, there are four options available for you to modify an invoice, which enable you to edit, archive, trash and view the target if needed.
To check the invoice statistics, you need to go to Invoice > Reports, which shows you the “Collected and Uncollected Funds”, “Top 10 Most Valuable Clients” and “Top Grossing Line Items”.
In addition to WP-Invoice, some other WordPress plugins are also great options for you to invoice your client, such as WooCommerce, WP-Client Pro, Sprout Invoices, etc. However, for some readers planning to rely on a more reliable business web hosting provider, we list the following recommendations as referred.