How to create an invoice: Regular, Recurring, & Split Invoices

Invoices in Synup OS help you bill your clients and get paid on time. You can create, customize, and send invoices directly from your dashboard. Follow these steps to create a new invoice.

1. Create a New Invoice

1. From your Synup OS dashboard, go to the Invoices module.
   
   

2. Click the + New Invoice button.

3. In the dialog box, type the client’s name. You’ll need to add the client to OS to be able to send them an invoice.

4. Click Continue to generate a new invoice draft.
   
   

5. You will be redirected to the invoice editor page.

2. Add Invoice Details

On the invoice editor page, you can customize invoice information including:

• Invoice number (auto-generated, but can be edited). You can also change the format of invoice number. For your ease, we also allow you to auto-generate invoice numbers for all future invoices in sequence.

• Recipient, Currency, Invoice date, and due date

• Client details (auto-filled when you select a client, but editable)

3. Customize Invoice Design

Synup OS allows you to customize the appearance of your invoices.

• Choose from different invoice templates

• By default, the workspace brand theme & logo is applied on the template you select.

• You can also change the invoice color by going to the Other section (last section in invoice editor menu) and change invoice color.

4. Add Items to the Invoice

Items are essentially billable services/products provided to the clients.

1. Click + Update Invoice Items.

2. From here, you can:
   
   

• Add an existing item from your library (Good for common items like – SEO strategy/Blogs/etc)
  
  

• Create a new item with name, description, and pricing
  
  

• Apply taxes or discounts as needed. You can also re-order the items by dragging & dropping them.

3. Click Save Items to insert the items table into your invoice.
   
   

You can add multiple items, adjust quantities, and update totals as required.

5. Enable Payment Methods

For clients to pay online, ensure your payment gateway is integrated. After creating the invoice, Select Payment Methods tab and enable the modes you want.

Note: To edit all the payment methods available to your clients, you can do it from Settings > Payment Gateways. Here’s a quick guide to help you.

6. Creating Recurring or Split Invoices

Synup OS also allows you to create recurring or split payments for certain services. This is helpful when you want to bill service packages or productized services.

1. Recurring Invoice: You can select the intervals at which you want to invoice the client. This could be weekly, monthly, quarterly, or yearly. Next, you can set how many times the client needs to be billed (for example, if it’s a 6 months contract, you can bill the client 1 times per month and choose to send it 6 times). 

You can also set an indefinite time frame if there’s no contract ending date, by clicking “Bill Forever”. Don’t worry, you can pause an invoice any time you want even if you select Bill Forever.

2. Split Invoice: Split option is helpful when you want to split the total invoice amount into multiple payments. You can assign a separate due date for each payment; the invoice will have show two payments to the client, each payment link will be active on the respective due date. You can check this in invoice preview.

7. Add Custom Fields

If you need to display additional details on your invoice, you can add custom fields.

• Navigate to Settings > Custom Fields > Invoices to define reusable fields.
  
  

• Once you have saved custom fields in Settings, you can add them directly within the invoice editor.

Custom fields are useful for including extra billing references, project codes, or notes specific to the client.

6. Define Client Notes & Payment Terms

In the invoice editor, go to the Other section. Here, you can:

• Add a client-specific note (e.g., “Thank you for your business!”)
  
  

• Define payment terms and conditions (e.g., “Net 15” or “Late fee after 30 days”)

8. Save Draft or Send Invoice

• Click Save to store the invoice as a draft. Synup does not auto-save changes as you edit, presently.
  
  

• When ready, click Send to email the invoice directly to your client on the email you’ve added for them.

9. Previewing & Scheduling the invoice

Before sending, click the menu icon (3 dots on top right). Here you’ll see multiple options like Preview and Schedule Email. These are helpful for when you don’t want to immediately send the invoice to the client. You can preview the invoice to see how it will look to your client.