Invoicing
Draft an invoice from one sentence. Get paid by bank.
- Pay by bank, no fee added
- Sales tax on each line
- Your logo and numbering
Drafted from a sentence
Type it the way you'd say it.
Customer, lines and amounts
Copilot fills in the customer, the lines and the amounts from what you typed. Nothing is created until you click Create invoice, or save it in the invoice editor.
You send it
Create invoice records what the customer owes and emails nobody. Review and send opens the invoice beside the chat, and it goes only when you press Send invoice.
Sales tax on each line
Every line has a Tax column. Pick your rate on the lines that are taxable, and the tax shows as its own total.
Jerry S.
“I use BooksGPT for getting paid and invoices. Everything is there already, and I don’t think it needs any more improvement. The support and price is outstanding!”BooksGPT review on G2, Oct 10
Estimates they accept
Quote first. Turn a yes into an invoice.
Accept from the email
Your customer opens the estimate from your email and clicks Accept estimate or Decline. You can mark it Accepted or Declined yourself, too.
Convert to invoice
The lines copy onto a new draft invoice. Nothing posts until you finalize it, and you can convert before they answer.
Off your books until billed
An estimate stays off your profit and loss, your balance sheet and what customers owe you. Valid until is printed for your customer and never expires it.
Recurring invoices
Bill on schedule. Never twice.
Weekly to yearly
Weekly, every 2 weeks, monthly, quarterly, yearly or a custom schedule. Each invoice is saved as a draft for you, or emailed automatically with its PDF.
Stops instead of doubling
If an invoice can't go out, the schedule stops at Needs attention and sends nothing. It never bills the same date twice. Fix the cause, then Resume schedule.
Pause, edit or resume
Pause a schedule, change what its future invoices say, or resume it from the next date. Invoices it already created stay as they are.
Payment reminders
Unpaid invoices get a nudge, on your schedule.
You turn them on
Payment reminders are off until you switch them on in Settings, under Invoicing & email. They go to your customers, from your business name.
Before, on and after
Pick 1, 3, 7 or 14 days before the due date, the due date itself, and 1, 3, 7, 14 or 30 days after. Each subject starts Reminder, Due today or Overdue.
They stop once paid
Reminders stop when the invoice is paid or voided. Each one carries Turn off payment reminders, which silences reminders only, never invoices or receipts.
Read an invoice PDF
A PDF becomes a draft to check.
PDF, JPEG or PNG
Upload one file: a PDF of up to 10 pages, or a photo. BooksGPT reads it into an unsent draft and quotes the page for each field it filled.
Only customers you have
BooksGPT never creates a customer or a product from the file. Bill to must be a customer you already have before Save draft turns on.
Nothing sent or posted
Reading a file only ever saves a draft. A total or tax that disagrees with the page needs your tick first, and sending stays your click.
How it works
See it in the app
Questions, answered.
No. Customers pay by bank, with the Pay by bank button on the invoice they open, once you turn bank payments on. Nothing is added for them, and your fee (1%, max $10 per payment) comes out of your payout. Money that arrives another way, such as a check, you record on the invoice with Record payment.
No. Copilot drafts the invoice from what you type and shows it as a card. Nothing is created until you click Create invoice, and that emails nobody. Review and send opens the invoice, and it is emailed only when you press Send invoice.
No. They stay off until you switch them on in Settings, under Invoicing & email. Then you pick when they go: before the due date, on it, and after it. They stop when the invoice is paid or voided, and a customer can turn their own reminders off from the email.
The schedule stops at Needs attention and sends nothing, for example when the books are closed through the invoice date, the customer is archived, or several dates were missed. Fix the cause, then choose Resume schedule. It picks up from the next date and never bills the same date twice.
Yes. Revise details changes the number, due date, notes and Ship to while the totals stay as posted. Correct amounts & dates changes the lines. If you billed too much, issue a credit memo: it lowers what the customer owes. Customer statements list every invoice one customer still owes.
Yes. Invoice settings takes your logo, an accent color and the wording every invoice starts with. Numbering takes a prefix and a starting number, so the series from your old system carries on. Invoices you already sent keep their numbers.
Yes. Add your sales reps in Settings, then pick one on an invoice, an estimate or a recurring invoice, or set a default on the customer. The rep is internal, so your customer never sees it, and the Sales by rep report totals each rep's sales for a period.