With Neo's Invoice Builder, creating professional invoices is quick and simple. You can make professional looking invoices using ready-made templates. It lets you create, edit, and manage your invoices easily - all without needing to include payment links.
How to access the Invoice Builder
Open the email composer window by clicking on ‘New Email’ and click the Invoices tab.
How to create an Invoice or Quote
1. Selecting Templates:
When you click on the Invoices tab in the composer, you will be taken to Invoice builder where you will see two options - Invoices and Quotes.
If you wish to create an invoice, click on the Invoice tab and if you want to create a quote, go to the Quotes tab. You can choose any of the templates and get started with creating the invoice or quote.
To preview a template before using it, click Preview at the bottom left of the specific template to see how it looks.
To start creating an invoice/quote, click Use this template on the bottom right of the specific template to open the editor.
2. Creating an Invoice or Quote:
Once you select a template, the editor will open. On the left pane, you can see all the blocks that are part of the invoice/quote. You can start editing by either clicking on the relevant block on the left pane or clicking the edit icon on the specific block itself.
Below is a list of various invoice/quote template blocks:
Business Information
This is where you add your business details. Fill in your business name, contact info, and other key details here.
Business Logo: This is where you can upload your company logo. You’ll also have the option to choose where the logo appears on the invoice—top left, top right or center.
Business Name: Enter the name of your business as you'd like it to appear on the invoice.
Email: Add your business email so clients know how to contact you.
Tax ID: If your business has a tax identification number, you can include it here.
Business Address: Add your full business address, including street, city, state, and postal code etc.
Customer Information
In this section, you can add your customer’s details. There are two parts: Billing Information and Shipping Information, making it easy to manage both addresses if they’re different.
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Billing Information:
This information appears under the “Bill To” section on the invoice. You can fill in:
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Customer Name
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Email Address
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Tax ID
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Billing Address
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Customer Name
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Shipping Information:
This section is for delivery or shipping details, and it appears under the “Ship To” section on the invoice. It includes the same fields as the billing section:
Customer Name
Email Address
Tax ID
Shipping Address
Invoice/Quote details
This section lets you fill in the key information related to the invoice itself.
Invoice/Quote Title: You can customize the title of your invoice - for example, "Invoice," "Tax Invoice," or "Sales Invoice."
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Invoice/Quote Number: A unique number to identify the invoice. This helps with tracking and record-keeping.
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Issue Date: Select the date the invoice is created or sent.
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Due Date: Select the date by which payment should be made.
Add items
This section is where you list the products or services you're billing for. You can enter item details, set pricing, and include any additional costs or discounts.
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Currency: Choose the currency for the invoice from a dropdown list.
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Items: For each item, you can enter:
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Item Name
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Description
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Quantity: You can toggle this on or off depending on whether you're billing for products or services.
For services, use the Description field to specify the number of hours used.
For example:
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Price per unit
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Tax (if applicable)
alert-warning Note - Taxes are calculated after the discount is applied
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Item Name
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Discount (%): Add a percentage-based discount if you're offering one.
alert-warning Note - Any discount on the product is applied after calculating the base price of price * quantity.
Shipping Charge: Enter any delivery or shipping costs that should be added to the total.
Advance Paid: If the client has already paid part of the total, you can enter that amount here. It will be subtracted from the final total.
Amount in Words: The total amount is also shown in words to make the invoice clearer.
Adding Multiple Taxes to an Item
You can apply more than one tax to a single item by listing each tax in the Tax field.
Let’s say you’re billing for a Classic Cotton T-Shirt priced at $25.00, and the customer is buying 3 units. You want to apply two types of taxes:
State Tax (6%)
Local Tax (3.5%)
How to add multiple taxes
You can apply more than one tax to an item by adding them individually in the item editor. Here's how:
Click on Add items from the left panel.
In the Items list, select the item you want to apply the tax to or add new item
Scroll down to the Tax section and click on Add new tax.
In the "Tax type" field, enter the name of the tax (e.g., Local Tax).
In the "Tax rate" field, enter the percentage value (e.g., 3.5%).
To add another tax, click Add new tax again and repeat the steps.
Other information
This final section lets you include any extra details that make your invoice complete.
Signature: Upload an image of your signature here.
Bank Details: Enter your bank account information here so your client knows where to send the payment.
Notes: Add any additional comments or messages for your client - like a thank you note or a friendly reminder.
Terms & Conditions: Include any payment terms, return policies, or other important conditions your client should be aware of.
How to change the color theme and font
To further personalize the invoice/quote, select your preferred color theme and fonts from the options in the Design tab next to the Edit tab.
Open the Design tab, located next to the Edit tab
From under Color, pick from our range to change the palette of your template as per your requirement
From under Fonts, pick a font style from the set of options
How to download or Insert the invoice/quote into email
Downloading the Invoice:
To download the invoice that you have created, click on the Download button at the top right. It will generate a PDF for the invoice and save a local copy.
Inserting the invoice into email:
Once you have finished editing the invoice/quote, insert it by clicking the Insert in email button at the top right.
On inserting the invoice/quote into the email, the fields such as To, Subject and Body of the email will be automatically filled with a template and a pdf of the Invoice/Quote will be added as an attachment.
| alert-warning |
Note - If you have already filled To, Subject and composed message in the email body before inserting the invoice, it will be retained. If any of the field is empty, it will be prefilled with the template. |
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Managing Your Invoices and Quotes
Once you create an invoice or quote, accessing the Invoice Builder will take you to the Manage screen.
The Manage screen in the Invoice Builder provides a clear overview of all your created invoices and quotes. They are automatically sorted by their last modified date, so the most recently updated ones appear at the top of the list, making it easy to stay on top of your latest activity.
Each entry in the list displays the following information:
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Invoice number
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Customer name
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Issue date
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Due date
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Amount
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Status – which you can update as needed (e.g., Sent, Paid)
- More options – for actions like previewing, editing, duplicating or deleting an invoice
Updating Invoice/Quote Status
From the Manage screen, you can easily update the status of any invoice to reflect its current state by clicking on Update Status. Here are the available status options:
| alert-warning | Note - Status changes (e.g. "Sent" or "Paid") are currently manual only. Be sure to update them yourself as your invoice progresses. |
Mark as Sent – Updates the status to Sent, indicating the invoice has been sent to the customer.
Mark as Overdue – Updates the status to Overdue, showing that the payment due date has passed.
Mark as Paid – Updates the status to Paid, confirming that the invoice has been settled.
Mark as Write-off – Updates the status to Written off, useful for invoices that will not be collected.
Remove status - deletes the currently set status and the status goes back to “Update status”
These options help you stay organized and keep track of where each invoice stands in your billing workflow.
If you have any questions or need further help with the Invoice Builder Tool, feel free to reach out to our support team at hello@neo.space we're here to help.