Invoice Flow user guide

How every part of the app works, one feature per guide, with real screenshots. Start with the profile setup, then follow the order or jump to the feature you need.

Getting started

Your first invoice in five minutes Go from a fresh install of Invoice Flow to a paid invoice by setting up your business, adding a client, building a two-line invoice and sharing the PDF.
Set up your business profile Fill in the profile that prints on every invoice, add a second profile for another business, and duplicate one so you never retype logos and terms.
Add a square logo and a wide logo Upload a square mark and a wide wordmark, crop and rotate them in the app, keep several variants, and learn which one each PDF template prints.
Settings, navigation and Pro Learn where every feature of Invoice Flow lives, what each Settings group controls, how to change theme and language, and what the trial and subscription unlock.
App language and invoice language Switch the Invoice Flow interface between 65 languages, print each invoice in the client's language, and get country-aware address hints and RTL layouts.

Clients & products

Clients, categories and client groups Add client cards, sort clients into categories and sub-categories, filter them by unpaid invoices or contracts, and see every document per client.
Products, services and inventory Build a product library with default prices and units, drop saved items into invoice lines in one tap, and read stock levels and stock automation rules.

Invoices & documents

The invoice editor: from blank form to finished PDF Build a complete invoice in Invoice Flow: pick the client and dates, add labour and material lines with tax, set a discount, attach photos and sign.
Invoice statuses, the Documents list and the change log Read the Documents list at a glance, move invoices between Draft, Sent, Paid and Cancelled, work on several at once, and trace every edit in the change log.
Estimates, quotes and converting them to invoices Write a quote in the Estimates tab, track whether the client accepted it, then turn all of it or only some line items into a draft invoice with its own number.
Contracts and delivery notes Keep supply agreements with their dates, status and linked invoices in one place, and log every shipment as a delivery note that moves from draft to delivered.
PDF preview, sharing, View as client and the PDF editor Preview an invoice as a finished PDF, print or share it, mark a draft as sent, check what the client sees, and correct words or properties in any imported PDF.

PDF design

PDF templates, colour palettes and fonts Choose one of twelve invoice designs, recolour it with a built-in or custom palette, switch the layout for mixed VAT rates and set the fonts your PDFs use.
Custom template editor Build your own invoice layout from the 25 gallery starters or from scratch, style each element, limit it to certain profiles and apply it to an invoice.

Payments, fees & currencies

Payments, partial payments and amount due Record deposits and instalments against an invoice, watch the remaining balance shrink, and print a payment schedule on the PDF so clients know what is due when.
Late fees on overdue invoices Set a late-fee policy once, tighten it for one habitual late payer, then forgive, bill or record each fee from the overdue invoice and track the totals.
Recurring invoices and billing schedules Set up weekly, monthly, quarterly or yearly schedules so Invoice Flow drafts the same invoice for you on every cycle, then review, pause or end them.
Currencies, exchange rates and taxes Bill clients in several currencies, keep exchange rates current or fix them by hand, apply the right tax rate per line, and print the PDF in your client's language.

Projects, time & expenses

Projects and milestones Group the estimate and invoices for one job under a project, split the work into milestones with budgets and due dates, and see what is invoiced, paid and still to bill.
Time tracker and hourly billing Time work sessions live or log them by hand, set an hourly rate per session, and turn unbilled hours into invoice lines without billing anything twice.
Expenses, receipts and re-billing costs Log fuel, supplies and other costs by category, attach receipt photos, mark purchases as billable and pull them onto a client invoice in two taps.
Signatures and on-the-spot client sign-off Draw your signature once, attach it to any invoice, and let a customer sign on your phone so both signatures print side by side on the PDF.

Sending & automation

Sending invoices by email Write reusable email templates with placeholders, send the text from your mail app or over SMTP, attach the PDF through the share sheet and mark the invoice as sent.
Payment reminders and automation rules Switch on local payment reminders, choose how many days before and after the due date they arrive, and understand what automation rules can and cannot do today.

Analytics & reports

Analytics, dashboard cards and reports Read the dashboard money cards, pick a period in Analytics to see revenue, collection rate and top clients, and use Reports for a plain six-month view.

Your data

Backup, restore, export and bank import Back up everything to a ZIP or JSON file, move it to a new phone, import a bank statement to mark invoices paid, and export for Xero, QuickBooks or 1C.