Send invoices and record payments
Once an invoice is right, send it to the client and record the money as it comes in. Punchly shows at any moment what is still owed.
Send by email
- Open the invoice and press Send invoice.
- Check To and Cc. They come from the client’s email addresses on the Clients screen.
- Check the subject and message. They come from your templates in Workspace settings.
- Leave Attach the invoice as a PDF ticked, and tick Send me a copy if you want one.
- Send. The status becomes Sent.
- The client’s replies go to the person who sent it.
- Download PDF gives you the file to send another way. Then choose Mark as sent from the three dots.
- Send payment reminder, in the three dots, emails the client again without changing the status.
- An invoice needs at least one line before it can be sent.
Record a payment
- Press Record payment.
- Enter the date and the amount. It starts as the full balance.
- Choose the method: bank transfer, card, cash, cheque, UPI, PayPal or other.
- Save.
- A smaller amount makes the invoice Partially paid. The full balance makes it Paid.
- A payment cannot be more than the balance.
- Mark as paid, in the three dots, records the whole balance in one click.
- A payment entered by mistake is voided, with a reason. It stays on the invoice crossed out, so the record is complete.
Other actions
| Duplicate | Copies the lines, discount, taxes, subject and notes onto a new invoice with a new number. The copied lines are not tied to any tracked time: edit them for the new period, or import time, before sending. |
| Void | Cancels an invoice that was sent. A reason is required. The number stays in the series. You choose whether its time and expenses are freed to be invoiced again. |
| Reinstate | Brings a void invoice back to Unsent. |
| Delete | Only for an unsent invoice with no payments. Its time and expenses become uninvoiced again. |
| Download expenses | Gets the receipts of the expenses on the invoice. |
Recurring invoices
For a fixed fee billed regularly, such as a monthly retainer.
- Open the invoice to repeat and choose Recurring settings from the three dots.
- Choose how often: weekly, every two weeks, monthly, or every so many days.
- Set the next issue date and the time of day.
- Tick Enable recurring invoice, and Email each generated invoice to the client if it should go out by itself.
Each run makes a new invoice with the next number and the same lines. It does not pull in newly tracked time. The dialog keeps a list of every run.
Mark work as invoiced by hand
If time or expenses were billed outside Punchly, tick them in the Detailed report or on the Expenses screen and choose Mark as invoiced. New invoices will then leave them out.