Invoices

Invoices are for the work that does not fit in a shop. A commission, a licensing fee, a retainer, a run of shows. You build the invoice, TribeNest emails it, and your client can pay it online or you can mark it paid yourself when the bank transfer lands.

Go to Finance then Invoices.

The invoices list

Every invoice you have raised appears in one table:

• Invoice #, generated for you, in order.
• Client, with their name on top and their email underneath.
• Amount, the invoice total.
• Status, as a coloured badge. If any of it has been refunded, a second chip sits next to the status saying Refunded or Partially refunded with the amount.
• Due date and Issue date.
• An actions menu at the end of each row.

Search across client name, email or invoice number using the box above the table. Click Filters to narrow by status, then Apply filters. When a search or filter is active the list shows what is narrowing it, with Clear all to reset.

Three buttons sit in the top right: Invoice Clients, Invoice Settings and Create Invoice.

What each status means

• Draft: only you can see it. Still fully editable.
• Sent: emailed to the client and waiting on them.
• Paid: settled, whether the client paid online or you marked it paid.
• Overdue: past its due date and still unpaid.
• Cancelled: called off. It stays on the list as a record.

Creating an invoice

1. Click Create Invoice.
2. Pick a saved Client from the dropdown if you have one. Their name, email, company and address fill in for you. Otherwise just type the details in.
3. Fill in Client Name and Client Email. Both are required. Company and Address are optional and appear on the invoice document.
4. Add your Line Items. Each has a Description, a Qty and a Unit Price, and the Amount column works itself out as you type. Click Add Item for another line and the bin icon to remove one. You need at least one line.
5. Check the totals card. It updates live as you type.
6. Set a Due Date.
7. Add Notes if there is anything the client should read, like payment instructions or a purchase order reference.
8. Click Create Invoice.

The invoice is created as a draft, so nothing has gone anywhere yet.

Currency and tax

Both live in the totals card, next to the numbers they affect.

• Currency: pick any currency from the dropdown. It defaults to your account currency. This is the currency of the debt, so the invoice document, the email your client gets and the payment page all use it. Bill a client in their own currency and that is exactly what they are asked to pay.
• Tax Rate (%): type a percentage and the tax amount and total recalculate straight away. Leave it at zero if the invoice is not taxable.

The subtotal, tax and total all preview in the invoice currency, not yours, so what you see while building it is what your client will see.

Sending it

From the list's actions menu, or from the invoice itself, choose Send Invoice. Your client gets an email with the invoice number, the amount, the due date and a link.

That link opens a page where they can read the invoice in full, download it as a PDF, and pay online. You can send again at any time while the invoice is still Sent, which is the polite way to nudge somebody.

Working an invoice

Click any row to open the invoice. You get four blocks:

• Invoice Details: status, invoice number, issue date, due date, and the date it was paid once it is.
• Client: name, email, company and address.
• Line Items: every line with its quantity, unit price and amount, then the subtotal, the tax if there is any, and the total.
• Notes: whatever you wrote for the client.

The buttons across the top change with the invoice's state:

• Edit appears only while the invoice is a draft.
• Send Invoice appears while it is a draft or already sent.
• Mark as Paid and Cancel Invoice appear on anything not yet paid or cancelled.
• Refund appears once it is paid.
• Download PDF is always there.

Editing

Edit reopens the same form you built the invoice in, with everything filled in. Change the client, the lines, the tax rate, the currency, the due date or the notes, then click Update Invoice.

Marking it paid

If a client pays by bank transfer, cash or anything else outside TribeNest, open the invoice and click Mark as Paid. The status flips to paid and the paid date is recorded.

Invoices your client pays online are marked paid for you.

Cancelling

Cancel Invoice calls it off. A cancelled invoice stays in your list as a record, and cannot be marked paid afterwards. A paid invoice cannot be cancelled: refund it instead.

Refunding

Once an invoice is paid, Refund opens the refund dialog, the same one used everywhere else in TribeNest. You can refund all of it or part of it. See payouts and refunds for how that works.

Saved clients

Click Invoice Clients to keep a proper client book instead of retyping details every time.

The table lists each client's Name, Email, Company and Phone, with a search box across name and email.

To add one:

1. Click Add Client.
2. Fill in Name and Email. Both are required.
3. Add Company, Address, Phone and Notes if you want them.
4. Click Save Client.

The row's menu holds Edit and Delete. Deleting a client does not touch invoices you already raised for them: those keep the details as they were at the time.

Once a client is saved, they appear in the Client dropdown when you create an invoice, and picking them fills in the whole block.

Invoice settings

Click Invoice Settings to set the details that appear on every invoice you raise, so you enter them once rather than every time.

• Business Name
• Address
• Email and Phone
• Tax ID, your VAT or tax registration number
• Logo URL, a link to your logo image
• Default Notes, the standard wording that prefills the notes on new invoices, such as your payment terms
• Default Due Days, how many days after issue an invoice is due by default. Anything from 1 to 365, and it starts at 30.

Click Save Settings when you are done.

Tips

• Fill in settings before your first invoice. A client who receives an invoice with no business name and no tax number tends to ask for a corrected one.
• Use saved clients for anyone you bill twice. It removes the most common source of typos: the email address.
• Bill in the client's currency when it helps you get paid. Somebody paying in the money they hold is one less reason to delay.
• Write the notes for the person paying, not for yourself. Bank details, a reference to quote, or a thank you.
• Cancel rather than delete. A cancelled invoice with a number is a cleaner record than a gap in the sequence.

Where to go next

• Charging one-off amounts without all this structure → payment links
• Giving money back → payouts and refunds
• Seeing invoice income beside everything else → overview
• Making sure a paid invoice can reach your bank → payment setup