BillGrid

Features / Invoices

Your work.
Presented with care.

Bring the work, expenses, terms and files into one clear invoice. Review it as your client will see it, send it on your schedule, and keep payment and delivery connected.

Find your look.

Try a business, a style and a color. This is the same invoice design BillGrid uses.

Business
Style
Color

Rohrfux Haustechnik's invoice, €2,011.10, in the Sidebar style
Rohrfux Haustechnik Plumbing & heating · Sidebar

Invoice preview
What makes an invoice easy to pay
  1. 01 / PREPARE

    Bring the work together.

    Use saved line items, bring in hours and expenses, or create a draft from an approved estimate. Check the details before sending.

  2. 02 / SEND

    The right note. The right day.

    Preview your message, use your saved email wording and send now or schedule a later day. Your client receives a link to their invoice.

  3. 03 / FOLLOW THROUGH

    Keep the balance current.

    Enable card payments or record payments yourself. Automatic reminders stop when the balance is paid in full.

Build the bill

Everything the work calls for.

BillGrid invoice editor with Template menu open, trade templates, Your reference control, and project time and expense lines
Start from a template, then review the work and wording on the paper. View full screen.

Edit the document itself.

Write the line items, quantities, prices and wording on the invoice. Use Preview to check the paper, and turn on Page breaks to see where a longer document will divide in its PDF.

A familiar starting point.

Open Template on a draft to reuse a past invoice or estimate for this client. Owners and admins can also choose a trade template. Review the replacement before confirming; the client, document number and dates stay with this draft.

Sections that make sense of the total.

Group invoice lines under named sections, so a client can follow the work by phase, service or project. Use saved items for the lines you bill often, with quantities, rates, taxes and discounts.

The reference your client needs.

Add the client's purchase-order or job number with Your reference, beside the issue date. It appears on the document and its PDF, helping the person approving payment match the bill to their records.

Several projects. One client invoice.

Bring work from more than one of a client's projects into the same invoice. Project sections keep it readable, while each line stays connected to the work it bills.

Hours and expenses, ready to bill.

Add unbilled project work to the invoice instead of retyping it. Bring in tracked hours, milestones and recorded expenses. Explore time tracking.

Import the costs you've already recorded.

Import expenses from a CSV, check them, then add the billable costs to an invoice. You can also select several recorded expenses to invoice together. See expense imports.

Your terms, without starting over.

Choose payment terms and a due date. Reuse saved Terms and Notes for your scope, license or payment instructions, then adjust them for this job. Set document defaults.

Invoice in your client's currency.

Choose the invoice currency so prices and the total speak the same language as your agreement. Online card payments support USD, CAD, EUR, GBP and AUD; other payments can be recorded when received.

Several projects. One client.

Choose the work.
Keep its context.

Open Unbilled work on the invoice to review the client's ready time, expenses and milestones by project. Add an individual entry, a project or the full selection. This example has four entries across two projects; each keeps its work type and supporting details.

BillGrid unbilled work review for Copperleaf Outdoor Co., with $5,527.75 across Development time, Project management time, a Travel expense and a fixed-fee milestone in two projects
Review the available work before adding it to the invoice. View full screen.

The work becomes the bill

Check the work.
Keep the details.

A real BillGrid example for fictional Juniper Supply Co.: two hours of design at $150, plus $40 for print proofs. Review the $340 selection, create the draft, then check the invoice before sending.

Resulting $340 Juniper Supply invoice draft with the two design hours and print proofs on separate lines
The draft keeps the time and expense as invoice lines. View full screen.

Deliver the work

Files, with a clear handoff.

BillGrid Enclosed file menu with Client, After payment and Only you options; production notes are set to unlock once paid in full
Choose access for each file. After payment waits until the invoice is paid in full. View full screen.

Share now. Or keep it private.

Add files or links under Enclosed. Share supporting documents with the client immediately, or keep internal files set to Only you, off the client page and PDF.

Release the final files when paid.

Choose After payment for a file or delivery link. The client sees its label, but access unlocks when the invoice is paid in full. BillGrid emails them when it's ready.

A partial payment does not unlock delivery. For external files, BillGrid controls access to the link on the invoice; permissions on the external service still apply. Read about files and payment access.

Review and send

See their side before you send.

View as client.

Open View as client from the invoice to check the customer-facing page. Review the document and the files you've shared, then send when you're ready. Clients can open their link without a BillGrid account. Follow the client experience.

A PDF for one bill. A download for the batch.

Download a document's PDF from its invoice page. To keep several together, select invoices in the list and choose Download PDFs. One downloads as a PDF; several arrive in a ZIP, up to 350 invoices per download.

Your message, ready to reuse.

Preview the email with its invoice details. Use saved wording, choose To and Cc recipients, and attach the PDF when needed. Explore email templates.

Send now. Schedule a later day.

Prepare the invoice while the details are fresh, then choose the sending day. Scheduled emails follow your company's time zone. See scheduled sends.

Keep the conversation with the bill.

Clients can ask questions on the invoice. Reply there, keep private team notes separate, and check delivery feedback if an email could not reach its recipient. See client conversations.

Get paid

From an open bill to a settled balance.

Pay online. Or record what arrived.

Connect Stripe for card payments on eligible invoices. Record checks, cash and transfers, apply client credit, or record a partial payment. The invoice shows what's still owed. Explore payments.

Keep the follow-up moving.

Set payment reminders and, when part of your agreement, late fees. Reminders stop when paid in full, and files set to After payment become available.

When the work repeats

Less work between invoices.

Several clients. One batch.

Prepare up to 100 rows in bulk, grouped by client or kept as separate invoices. Review the batch before you create it, then choose what to email.

Explore bulk invoicing

A regular service. On schedule.

Save the invoice lines and choose the billing rhythm. Recurring invoices create the next bill without rebuilding it each time.

Explore recurring invoices

Good to know.

Read the invoice style guide
Do the styles cost extra?

No. All four styles, your logo and any brand color are included on every plan, including the $10 Solo plan.

Can I preview my own invoice?

Yes. Settings shows a sample in each style and color. You can also preview the look on an invoice you've already made.

Can clients pay every invoice by card?

Connect Stripe and enable card payments for eligible invoices in USD, CAD, EUR, GBP or AUD. You can also record payments received by check, cash or bank transfer. See online payments.

Can I make an invoice without an account?

The free invoice generator creates and downloads a PDF, up to three a day. Use an invoice template to start with example lines for your work.

Full-size screenshot