OFFICE: Invoices
Create and manage invoices in Unificus, track payments, and customize billing for your clients.
What is an Invoice?
An Invoice represents a bill sent to your Client for delivered goods or services. Clients receive and view the Invoice directly within the Unificus platform, where they can submit their payment.
You also have the flexibility to request payment through methods outside the platform. See below for additional details.
IMPORTANT: The Time Zone setting from your Company/Profile Settings determines when Invoices are created—not the individual settings of the user who creates them.
Learn about Company/Profile Settings
How do I create an Invoice?
Begin by going to Office > Invoices and selecting the +Add Invoice button.
Complete the form fields to set up your Invoice.
Assign Client(s): Pick which Client(s) will receive the Invoice. You may select multiple Clients, and each will get their own Invoice copy.
You can duplicate the Invoice across multiple Clients. When the checkbox is enabled, you’ll also assign the Invoice to a Circle alongside your chosen Client(s). Like Clients, you can select multiple Circles.
Title: The Invoice name, which your Client will see.
Due Date: Set the payment deadline. Quick shortcuts below the field let you auto-set relative dates.
Created: Specify the Invoice creation date.
Internal Notes are only for your team—Clients cannot view them.
Items/Addons/Packages: The goods or services being billed. Pre-create these in Office > Settings.
Discounts: Subtract an amount from the total. Using this dropdown applies the Discount to all Billing Items.
Taxes: Add an amount to the total, or assign Tax to individual items on the Summary screen. Using this dropdown applies the Tax to all Billing Items.
Learn more about Items, Add-ons, Packages, Discounts, and Taxes
Subscription Plans: A recurring charge that auto-charges on a schedule after the first payment.
Learn more about Subscription Plans
A Summary panel updates live as you make selections. You can manually adjust amounts here.
Drag and drop items using the icon to reorder them. Click on individual Item, Add-on, or Package areas to customize their image, name, and description.
Items: Display as separate line items with a barcode icon.
Add-ons: Similar to Items but marked with a distinct Add-on icon.
Packages: Show the Package name and description, with all contained Items and Add-ons listed below. They’re identified by the Package icon.
Discounts and Tax appear in their own columns for each line.
The Summary provides a full breakdown of all Invoice variables, followed by Totals for One-Time charges and Subscription charges.
One-Time Charges include Items, Add-ons, and Packages charged a single time. You see the total before and after Taxes or Discounts.
Subscription Charges include Subscriptions charged multiple times. Any free trial period displays as a “Free Trial Discount”.
TIP: When a Subscription has a free trial period, the Invoice shows the full amount as discounted because it only charges what’s immediately owed.
The Grand Total is what the Client will be charged for this Invoice.
Currency: Select the Invoice currency. Your default business currency is automatically chosen.
Allow Partial Payment: Check this to let Clients pay part of the Invoice amount. Checking opens Installments.
Learn about Installment Payments
Disable Online Payments for this Invoice: When enabled, Clients cannot pay online. This applies automatically if you haven’t set up a Payment Gateway.
Use a third-party link to payment: Create a custom link to an external payment processor. Note: Payment won’t be tracked automatically and must be recorded manually.
Available Gateway(s): Pick your Payment Gateway from those you’ve created. You must set up a Gateway before using it on an Invoice.
IMPORTANT: If you selected Stripe ACH as your Payment Gateway, Subscription Plans must have a monthly or higher billing cycle.
Custom Fields: Any Invoice Custom Fields you’ve created appear here. Check the box to include them on the Invoice.
Learn about Invoice Custom Fields
Assign Automations to trigger when the Invoice becomes fully paid. They activate only after the Invoice reaches paid status.
Invoice #: Auto-generated when you save. Saving as Draft does not create an Invoice Number.
Send Client a New Invoice notification: Check this to alert the Client when the Invoice reaches Open Status.
Send thank you after payment: When enabled, the Client gets an automatic thank-you email once payment clears. (This doesn’t apply to recurring Subscription payments after the initial charge.)
TIP: To enable digital payment, you must set up and apply a Payment Gateway. Otherwise, Clients must send physical payment (cash or check) to your address.
Learn more about Payment Gateways
Fill in Terms & Conditions, extra Notes, and a Payment Description that Clients will see. If you’ve entered text in Invoice Settings, they auto-fill here.
Attach Files: Select File(s) or drag and drop them into the File Attachment box.
Learn more about File Attachments
When finished creating your Invoice, choose Save as Open or Save as Draft.
Open: The Invoice becomes active and visible to assigned Client(s) in Office > Invoices.
Draft: The Invoice saves but remains hidden from Clients and doesn’t generate an Invoice Number until opened.
Organization Address: Your company information.
“Bill To” Name: The Client the Invoice is assigned to.
“Bill To” Address: The address of the Client receiving the Invoice.
Use available placeholders to fill in the correct details. If blank, the Invoice uses global default Invoice settings.
Learn more about Global Invoice Settings
Can I further customize my Invoice?
Yes! Add your logo, set a default Prefix, and apply other customizations.
Learn more about Invoice Settings
You can also add Custom Fields for information like Tax Identification Number or Customer Address.
Learn about Invoice Custom Fields
What does the Client See?
Clients access their Invoice through Office > Invoices.
The Options menu (3 dots) lets them View the Invoice, see Attached Files, or Make Payment.
Selecting View shows the Invoice with a Pay Now button to proceed to payment.
IMPORTANT: If you created the Invoice with the Do not offer Online Payment option enabled, the “Pay Now” button won’t appear.
Available Payment Preference options depend on which Payment Gateways you selected when creating the Invoice. Typically you’ll choose one credit card option (Braintree, Stripe, or Authorize.net) if using that method, optionally alongside PayPal and Stripe ACH.
Clients can enter their own Notes with the payment.
If Clients have Stored Payment Information, they can pay using the saved method or enter new details.
Learn about Stored Payment Information
Choosing a new credit card prompts the Client to enter their card details.
Choosing a new bank account prompts the Client to enter their bank details. Payment cannot be submitted until verification completes.
Selecting PayPal directs the Client to the PayPal login screen to complete payment there.
TIP: If the Invoice has no Discounts, the “Discount” column won’t display. Similarly, if there are no One-Time or no Subscription Charges, those sections won’t appear.
What if I want the Client to pay outside of the platform?
Instead of requiring login, give your Client a Payment Link to pay directly.
When Clients pay this way, the transaction still records in Unificus.
Go to Office > Invoices, click the Options menu for an Open Invoice, and select Copy Payment Link.
Share this link with your Client via email or other means. They’ll see the same Invoice view as inside the platform.
Test the link by opening an incognito or separate browser and pasting it in the address bar. Note: Viewing from this link marks it as seen by the Client. Use the ‘Mark Unseen’ option to reset this.
What if the Client pays via a different method?
As Super Admin or Admin, you can record a payment on the Client’s behalf. This works for payments made outside the platform or when you’re paying for them.
Two methods are available. First, while viewing the Invoice, click the PAY NOW button.
A modal opens where you select the payment method and apply the payment.
Alternatively, go to Office > Invoices, find the Invoice, click the Options menu, and select Record Payment.
A modal appears showing the Invoice summary. Choose the payment method from the Payment Type dropdown.
Any custom Payment Types you’ve added show here.
Enter payment details in the Note field and optionally send the payment confirmation email. Click Attach Files to include attachments with the record. If you send a thank-you email after payment, attached files are included.
How do I view Payment history?
To see payment history for Invoices, navigate to Office > Invoices.
Click Payments in the top navigation.
You’ll see all Payments made to Invoices, including Partial and Manual Payments.
In List View, click Export to download all payments to CSV.
To export specific payments, click Filter, set your criteria, then click Export. Only filtered payments are included in the CSV. For example, filter for credit card payments only, then export—only those three payments appear.