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Creating an invoice in AgencyHandy is a straightforward process that ties your billing directly to clients and orders. You fill in the client, link the order, set amounts, add any notes, and send — all from a single form. Once sent, you can track payment status, set automated reminders, and download the invoice as a PDF at any time.
You must be a Super Admin, Admin, or PM to create invoices. At least one client must exist in your workspace before you can generate an invoice.

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Invoice Prefix Settings

Before you start creating invoices, consider configuring your invoice prefix. The prefix appears before every invoice number and helps identify invoices as belonging to your agency.
1

Open Invoice Settings

In the Invoice Dashboard, click the Settings button in the top-right corner.
2

Set your prefix

Navigate to the Invoice Prefix field and enter the prefix you want (for example, INV- or your agency’s initials).
3

Save

Click Save to apply the prefix to all future invoices.

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Creating an Invoice

1

Open the Invoice Dashboard

Click Invoices in the left sidebar to open the Invoice Dashboard.
2

Start a new invoice

Click + Create Invoice. The invoice creation form will open.
3

Select the client

Choose the client’s name from the dropdown list. This is a required field. All Order IDs associated with that client will populate automatically in the next field.To create a Direct Invoice (not linked to an order), you can leave the Order ID field empty or select Independent Email to invoice any email address outside your client list.
4

Select the Order ID

Select the specific Order ID you are billing for. This links the invoice to the correct order in the system. For direct invoices, skip this field.
5

Enter the billing address

Fill in the Bill Payment Address:
  • Country, State, and City
  • Zip code
  • Street address (if applicable)
This address appears on the printed invoice for compliance and clarity.
6

Set order and financial details

Under Order Details, enter the following:
FieldDescription
CurrencyThe currency in which you want to be paid
Order ID – AmountThe monetary value associated with the order
Discount (%) and Discount AmountApply any applicable discounts
Paid AmountAny amount the client has already paid
Due AmountThe outstanding balance remaining
Total AmountThe full payable amount for the order
For Direct Invoices, click Add Item to add line items manually. Enter the item name, quantity, and price. You can add multiple items. Use + Tax Rates to apply or create tax rates (inclusive or exclusive).
7

Add a note (optional)

In the Note field, add any additional context for the client — for example, payment instructions, project references, or a personal message.
8

Review the details panel

The right-side Details panel gives you a live summary of:
  • Invoice status (Draft by default)
  • Client name, company name, and address
  • Bill payment address
  • Service name and Order ID
  • Created date and due date
  • Total amount
Review everything carefully before proceeding.
9

Send to client or save as draft

  • Click Send to Client to email the invoice immediately. The status changes from Draft to Open automatically.
  • Click Save as Draft if you want to finalize it later.
The agency logo and address are added to the invoice automatically by the system — you don’t need to enter them manually on each invoice.

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Invoice Status Transitions

Once an invoice is created, it follows a defined status flow. Only the agency can move an invoice between statuses. 
Draft → Open (when sent to client)
Open  → Paid           (payment received)
Open  → Void           (invoice canceled)
Open  → Uncollectable  (debt written off)
Invoices can only be edited while they are in Draft status. Once an invoice is moved to Open, you cannot edit it. If you need to make changes, void the invoice and create a new one.

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Editing an Invoice

You can edit an invoice only while it is in Draft status.
1

Open the invoice

In the Invoice Dashboard, find the draft invoice you want to edit. Click it or tick the checkbox next to it.
2

Click Edit

Select the Edit option from the action menu. The invoice form will open with all existing details pre-filled.
3

Make your changes

Update any fields — billing details, service descriptions, quantities, amounts, or payment terms.
4

Save

Click Save to apply your changes.

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Sending an Invoice to a Client

If you saved the invoice as a draft and want to send it later:
1

Find the invoice

In the Invoice Dashboard, locate the draft invoice you want to send.
2

Click Send Invoice

Open the invoice and click the Send Invoice button. AgencyHandy delivers the invoice to the client’s email address on file.
3

Confirm delivery

Check for the confirmation message to verify the invoice was sent successfully. The invoice status updates to Open.
If an invoice is in Draft status and you update the service name, the new name will be reflected in the invoice. Once the status changes to Open, Paid, Uncollectable, or Void, the service name on the invoice is locked and will not update.

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Downloading and Printing an Invoice

Both the agency and the client can download an invoice at any time.
1

Open the invoice

Go to the Invoice Dashboard and select the invoice you want to download.
2

Access download/print

Click the Download or Print option from the invoice action menu.
3

Choose your format

Select PDF for downloading or choose your printer settings for a physical copy.
4

Save or print

Save the file to your device or send it to the printer. After printing, archive the invoice or share it with stakeholders as needed.

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Setting Reminders on Invoices

The Invoice Reminder feature lets you automatically notify clients about upcoming, due, or overdue invoices so you get paid on time without manual follow-up.
Reminders only work on invoices that have an Open status and a set due date.
1

Open Invoice Settings

Click the Settings button at the top right of the Invoice Dashboard.
2

Navigate to Reminder settings

Scroll to the bottom of the Template section in the left panel, then click Edit to open the reminder configuration modal.
3

Choose a reminder type

Select one of the following:
  • Sequenced Reminder — creates a series of reminders at intervals you define
  • Don’t Send Reminder — disables reminders for the selected invoices
4

Configure reminder details

For each reminder in the sequence:
  • Choose the reminder template (for example, “Upcoming Invoice Payment Reminder”)
  • Set the remind date — for example, 3 days before or after the due date
  • Specify whether it triggers before or after the due date
5

Add more reminders if needed

Click + Add Another Reminder to build a full reminder sequence. Click the Delete button next to any reminder to remove it.
6

Apply to active invoices (optional)

Tick the checkbox to apply these reminder settings to currently active invoices if you want the new configuration to cover invoices already in Open status.
7

Save

Click Update to save and activate the reminder schedule.

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Direct Invoices (Without an Order ID)

When you need to bill a client quickly without creating an order first, use the Direct Invoice workflow.
1

Start a new invoice

Go to Invoices → Create Invoice.
2

Choose recipient type

Select Individual or Company as the recipient type.
3

Select or enter the recipient

  • Choose an existing client from the dropdown, or
  • Select Independent Email to type any email address — even one not registered as a client
4

Leave Order ID empty

Skip the Order ID field. AgencyHandy creates a standalone invoice not linked to any order.
5

Add items, taxes, and discounts

Click Add Item to add line items with names, quantities, and prices. Apply tax rates and discounts as needed. The total updates automatically.
6

Set billing address and notes

Enter the bill payment address and add any notes for the client.
7

Send or save

Click Send Invoice to deliver it immediately, or Save as Draft to review it first.
Direct Invoices are perfect for rush requests, consulting calls, or any work you need to bill for outside the normal order workflow. Payment tracking for standalone invoices must be managed manually.