Invoice generator

Try vcita invoice generator – 14 days free trial

Try the seamless flow of generating invoices and collect payments with vcita’s simple billing software. Designed for businesses.

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Or download our package of invoice templates below

All templates come in Excel and Word fomat

photography invoice template

Invoice template

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Invoice template

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Designed for small businesses

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Generate invoices FAQ

  • How do I generate recurring invoices?

    With Vcita you can do that easily with a few clicks. Once you create an account, you can choose to “Record Payment”. After you fill in the necessary info, all you need to do is to click on the checkbox “issue an invoice for this payment”, and you’re all set. This will automatically generate an invoice for recorded payments, so you don’t have to worry about that anymore, as we will do the rest.
  • How do I generate invoices with different currencies?

    After you log in to your Vcita account, you’ll need to open the “Settings” section and choose “Payments”. After you do that, you can then find the “Select Your Currency” section, where you can choose your default currency. To generate invoices with different currencies, you now only need to click on a checkbox “My business may accept payments in other currencies”, and you’re done.
  • How do I generate invoices in different languages?

    To generate invoices in different languages, first, you’ll have to log in to your Vcita account. Then, navigate to the “Settings” section and click “Business Info”. You’ll now see the “Quick Navigation” section on the right side, where you will click on “Admin Account”. This will allow you to open the “Language” dropdown list, with all the supported languages. Just choose the language you want and click “Save”, and you’re all set. With this, you can now generate invoices for your desired language.
  • How do I add a discount to an invoice?

    You can add a discount to an invoice via coupons. First, you’ll need to log in to your Vcita account, then open the “Payments” menu and click on “Invoices & Bookings”. In here, click on the payment or invoice that you want to discount. A new menu will open, so scroll down and find the “Pending” section. This is the area where you apply discounts, and you do that by clicking on the three dots menu (the … icon) and then choosing “Apply coupon”. Now all you have to do is select the discount/coupon you want and then click on “Save”. This will add a discount to your desired invoice, and you can see the discounted amount in the “Pending” section.
  • How do I add terms and conditions to my invoice?

    For starters, you’ll need to log in to your Vcita account, go to the “Settings” section, and click on “Payments”. Now, click on the “Invoices & Estimates” tab. Here, you have several options to check, including “Billing address”, “Payment due date” and “Terms and conditions”. “Billing address” is the address that will appear on the invoice, “Payment due date” is the specified time passed before the invoice becomes marked as overdue, and finally “Terms and conditions” is the option where you set the terms and conditions for invoice payment. Also, there is an option to enable “Partial Payments” which allows your clients to pay for invoices in installments. Of course, you can specify the minimum payment percentage per installment. After you set everything you want, don’t forget to click on “Save” to save your changes.
  • How do I issue refund for an invoice that was already paid?

    This will depend on the chosen payment gateway, but it’s a simple thing to do in any case. Log in to your Vcita account, and click on “Calendar” and choose the payment you wish to refund. Here, click on “View Payment” and then on “Refund”. Just confirm that you want to refund, and you’re done.

    However, there are a few things to note. If you chose Stripe or Square as a payment gateway, the refund will be recorded in Vcita, and Stripe or Square will automatically refund the funds to the client. On the other hand, if you chose PayPal, the refund will still be recorded in Vcita but PayPal will not automatically issue a refund. To do this, you’ll need to go to your PayPal account and issue a refund from there. You can check PayPal’s guide on how to issue refunds on your PayPal account here.

    Also, bear in mind that you can only do full refunds through Vcita. For partial refunds, you’ll need to log in to Stripe, Square, or PayPal, depending on what you use.
  • How does my client receive his invoice?

    To send an invoice, first log in to your Vcita account, go to “Payments” and click on the “Invoices & Bookings”. At the top of the page, click the “New” button, and in the dropdown menu, click on “Invoice”. In the new window that opened, select the client you want to send the invoice to (you can also create a new client). After you do that, the invoice builder will appear where you can customize the following: “Additional Recipients”, “Business address”, “Invoice Label”, “Currency”, “Invoice Number”, “Purchase Order”, “Issue Date”, “Due Date”, “Item List”, “Terms and Notes”, “Terms and Conditions”, and “Online Payment Options”. Also, note that your invoices will always include your business logo, name, and address as you configured it in the brand settings. After you’re done customizing, just click “Send” to send the invoice immediately, or “Save Draft” if you want to send it later.

    In addition, your clients can receive invoices via SMS as well. This is easily done with Vcita’s app. Open the app and go to the open payment request. All open payments for a client can be found in their “Client Card”, and then by clicking on the “Payments” tab. After you open the payment request, click the “Take Payment” button and select the “SMS” option. You can edit the phone number if you like. If you do that, click the “Update number for SMS notifications” checkbox to save the new phone number. Now, all you need to do is click “Send”, and your client will receive a payment link via SMS.

    Note – the payment link SMS does not count against your monthly SMS allotment, so you can send as many as you like.