Invoice Generator & Invoice Maker User Guide

Complete documentation for the Invoices.Delivery invoice generator and invoice maker. Learn how to create invoices and estimates professionally and efficiently.

Version 2.1 - Updated April 2026

Introduction

Welcome to Invoices.Delivery System - a professional invoicing and estimating platform designed for businesses of all sizes. This comprehensive system allows you to create, manage, and send invoices and estimates efficiently while maintaining complete control over your billing operations.

Professional Invoices & Estimates

Create beautiful, customizable invoices and estimates with your branding and multiple theme options.

Customer Management

Organize and manage all your customers with complete contact information.

Analytics & Reports

Track revenue, outstanding payments, and generate detailed reports.

Email Integration

Send invoices directly to customers via email with PDF attachments.

Mobile Responsive

Access your invoicing system from any device - desktop, tablet, or mobile.

Share & Pay

Share invoice and estimate links with customers for easy viewing and payment.

Support Tickets

Create support tickets and get responses within 48 working hours directly from your dashboard.

Custom Email Identity

Send invoices from your own branded email address: [username]@invoices.delivery.

Quick Start Guide

Get started with your first invoice in just a few simple steps:

1

Login to Your Account

Go to the login page and enter your email and password. If you don't have an account, sign up for a new one.

2

Set Up Your Company Profile

Navigate to Settings → Company Profile. Add your company logo, name, address, and contact information.

3

Add Your First Customer

Go to Customers and click "Add Customer". Enter the customer's details including name, email, and address.

4

Create Your First Invoice or Estimate

Click "New Invoice" or go to Estimates and click "New Estimate" from the dashboard. Select a customer, add items, and save.

5

Send to Customer

View your invoice or estimate and click "Send Email" or "Share Link" to send it to your customer.

Pro Tip: Use keyboard shortcuts like Ctrl + S to quickly save your invoices while editing.

Login & Account

Logging In

Access your account through the login page at invoices.delivery/app. Enter your registered email address and password to access your dashboard.

Creating a New Account

New users can sign up through a simple 3-step process:

  1. Choose Your Plan: Select a monthly, yearly, or lifetime subscription package that fits your needs
  2. Complete Payment: Pay securely through Stripe with your credit or debit card
  3. Create Account: Fill out your details including:
    • Full name and email address
    • Company Username: This becomes your permanent email identity (e.g., yourcompany@invoices.delivery). Choose carefully as it cannot be changed later.
    • Password and company name
Username is Permanent: Your company username is set during registration and cannot be changed afterward. It is used as your branded email address for sending invoices.

Forgot Password

If you forget your password, you can reset it:

  1. Click "Forgot Password?" on the login page
  2. Enter your registered email address
  3. Check your inbox for a password reset link (valid for 1 hour)
  4. Click the link and set a new password
Check Spam: If you don't receive the reset email, check your spam/junk folder. The email is sent from no-reply@invoices.delivery.

Demo Account

If enabled by the administrator, you can test the system using a demo account. Demo mode has these limits:

  • Maximum 3 invoices per browser session
  • Maximum 3 estimates per browser session
  • Demo invoice email can be sent one time per session
  • Support tickets are disabled for demo users
  • Demo data and settings are reset to defaults on each login and logout
  • Demo invoices are auto-removed after 1 hour
Security Note: Always log out when using shared computers. Never share your password with others.

Dashboard Overview

The dashboard is your command center, providing a comprehensive view of your invoicing and estimating activities at a glance.

Dashboard Statistics

Your dashboard displays eight key metrics:

Metric Description
Total Invoices Total number of invoices created in your account
Paid Invoices Number of invoices marked as paid
Unpaid Invoices Number of pending/unpaid invoices
Overdue Invoices past their due date
Total Paid Amount Sum of all paid invoice amounts
Total Unpaid Amount Sum of all pending payments
Total Customers Number of customers in your database
Products/Services Number of items in your catalog

Charts & Analytics

Interactive charts help you visualize your business performance:

  • Invoice Status Chart: Pie chart showing distribution of paid, unpaid, and overdue invoices
  • Revenue Overview: Bar chart displaying revenue trends over time

Recent Invoices

Quick access to your most recent invoices directly from the dashboard, allowing you to view, edit, or take action without navigating away.

Creating Invoices

Creating professional invoices is quick and intuitive with our powerful invoice editor.

Starting a New Invoice

There are several ways to create a new invoice:

  • Click the "New Invoice" button on the dashboard
  • Click "Create Invoice" from the Invoices page
  • Use keyboard shortcut from the invoices page

Invoice Editor Features

Customer Selection

Choose from existing customers or add a new one on the fly:

  • Existing Customer: Select from dropdown - details auto-fill
  • New Customer: Enter details directly - optionally save for future use

Adding Line Items

Add items to your invoice in two ways:

  • Add Existing Item: Choose from your saved products/services
  • Add Custom Item: Enter a one-time item with custom details
Drag & Drop: Reorder line items by dragging the handle on the left side of each row for instant reorganization.

Pricing & Adjustments

Adjustment Options Description
Discount Percentage (%) or Fixed Amount Reduce invoice total by a discount
Tax Percentage (%) or Fixed Amount Add tax to the subtotal
Other Adjustments Positive or Negative Amount Any other charges or credits

Saving Options

  • Save Invoice: Save as a complete, sendable invoice
  • Save as Draft: Save for later editing without sending
Draft Behavior: The Back button auto-saves a local draft. Discard never saves a draft. Server-side draft saving keeps only one invoice draft at a time and asks for overwrite confirmation.

Managing Invoices

Invoice List

The Invoices page displays all your invoices in a sortable, searchable table with the following columns:

  • Selection checkbox
  • Invoice number
  • Customer name
  • Amount
  • Status (Paid, Unpaid, Overdue, Draft)
  • Issue date
  • Due date
  • Action buttons

Invoice Statuses

Paid Unpaid Overdue Draft

Status automatically changes to "Overdue" when an unpaid invoice passes its due date.

Draft invoices are pinned to the top of the list for quick access.

Retention by Plan: The invoice list follows your current package retention window (for example 3, 6, or 12 months, or unlimited if your plan allows it). Older records are removed automatically.

Invoice Actions

When viewing an invoice, you have access to these actions:

Action Description
Mark as Paid Change invoice status to paid when payment is received
Mark as Unpaid Revert a paid invoice back to unpaid status
Edit Modify invoice details (only for unpaid invoices)
Duplicate Create a copy of the invoice with a new number
PDF Generate and download a PDF version
Print Print the invoice directly
Send Email Email the invoice to the customer
Share Link Copy a shareable link for the invoice
Delete Permanently remove the invoice

Bulk Operations

Perform actions on multiple invoices at once to save time.

Selecting Invoices

  • Use the checkbox next to each invoice to select it
  • Use the "Select All" checkbox in the header to select all visible invoices

Available Bulk Actions

Once invoices are selected, the bulk actions bar appears:

Action Description
Mark Paid Change all selected invoices to paid status
Mark Unpaid Change all selected invoices to unpaid status
Delete Delete all selected invoices
Export Selected Export only selected invoices

Export Options

Export your invoices in multiple formats:

  • PDF: Professional PDF document
  • CSV: Comma-separated values for spreadsheets
  • Excel: Microsoft Excel format
  • Print: Print filtered results
  • Share: Generate shareable report link

Creating Estimates

Create professional estimates to share pricing proposals with your clients before converting them into invoices.

Starting a New Estimate

Navigate to the Estimates section and click "New Estimate" to open the estimate editor.

Estimate Editor Features

The estimate editor works identically to the invoice editor with a few key differences:

Customer Selection

Choose from existing customers or add a new one:

  • Existing Customer: Select from the dropdown and details will auto-fill
  • New Customer: Enter details directly and optionally save for future use

Adding Line Items

Add items to your estimate the same way as invoices:

  • Add Existing Item: Choose from your saved products/services
  • Add Custom Item: Enter a one-time item with custom details

Dates

  • Issue Date: When the estimate is created
  • Valid Until: Expiry date for the estimate (instead of "Due Date" on invoices)

Pricing & Adjustments

All the same pricing options as invoices: discounts (percentage or fixed), taxes, and other adjustments.

Share Link Expiry

Share expiry is chosen when you generate a share link or send by link via email. Available options are 1, 7, 14, or 30 days.

Saving Options

  • Save Estimate: Save as a sendable estimate
  • Save as Draft: Save for later editing without sending
Draft Behavior: The Back button auto-saves a local draft. Discard never saves a draft. Server-side draft saving keeps only one estimate draft at a time and asks for overwrite confirmation.
No Payment Link: Unlike invoices, estimates do not include a payment link since they represent a pricing proposal, not a billing request.

Managing Estimates

Estimate List

The Estimates page displays all your estimates in a searchable table with the following columns:

  • Estimate number
  • Customer name
  • Amount
  • Status
  • Issue date
  • Valid until date
  • Action buttons

Estimate Statuses

Draft Sent Accepted Rejected Expired

Estimate Actions

When viewing an estimate, you have access to these actions:

Action Description
View Preview the estimate with full details
Edit Modify estimate details
Convert to Invoice Convert the estimate into a full invoice
View Invoice Opens the converted invoice when conversion already exists
Duplicate Create a copy of the estimate with a new number
PDF Generate and download a PDF version
Print Print the estimate directly
Send Email Email the estimate to the customer
Share Link Copy a shareable link for the estimate
Delete Permanently remove the estimate

Filters & Search

Filter estimates by status (Draft, Sent, Accepted, Rejected, Expired) or search by estimate number, customer name, or amount.

Draft estimates are pinned to the top of the list for quick access.

Retention by Plan: The estimate list follows your current package retention window (for example 3, 6, or 12 months, or unlimited if your plan allows it). Older estimates are removed automatically. Converted invoices remain available in the invoice list.

Convert Estimate to Invoice

Once a client accepts your estimate, you can convert it into a full invoice with one click.

How Conversion Works

  1. Open the estimate you want to convert
  2. Click the "Convert to Invoice" button
  3. A modal will appear where you can:
    • Set the invoice status (Draft, Unpaid)
    • Add a payment link (optional)
    • Choose share link expiry (1, 7, 14, or 30 days)
  4. Click "Convert" to create the invoice

What Gets Copied

The following data is transferred from the estimate to the new invoice:

  • All customer details
  • All line items (products, descriptions, quantities, prices)
  • Discount, tax, and adjustment settings
  • Notes
Estimate Status: After conversion, the estimate is automatically marked as "Accepted". The primary action switches from "Convert to Invoice" to "View Invoice".
Invoice Number: The converted invoice gets a new invoice number based on your invoice numbering settings. It does not reuse the estimate number.

Customer Management

Maintain a comprehensive database of all your customers for quick invoice creation.

Adding Customers

  1. Navigate to the Customers section
  2. Click "Add Customer"
  3. Fill in customer details:
    • Name (required)
    • Email (required)
    • Phone number
    • Company name
    • Address
    • Notes
  4. Click "Save Customer"

Editing Customers

Click the edit button next to any customer to update their information. Changes will apply to new invoices created for that customer.

Customer Insights

View the total number of invoices and estimates for each customer directly in the customer list.

Package Limits: Your package may have a maximum number of customers. Check your subscription settings to view your limits.

Products & Services

Create a catalog of your products and services for quick addition to invoices and estimates.

Adding Items

  1. Go to Products/Services section
  2. Click "Add Item"
  3. Enter item details:
    • Name: Item name (required)
    • Type: Product or Service
    • Description: Detailed description
    • Unit Price: Default price per unit
    • Unit: Unit of measurement (Unit, Hour, Day, Month, Project, Piece, Kg, Lb)
  4. Click "Save Item"

Filtering Items

Use the type filter to show only products or only services, and the search box to find specific items.

Best Practice: Create detailed descriptions for your items. These will appear on invoices and help customers understand what they're being charged for.

Reports & Analytics

Generate comprehensive reports to analyze your business performance.

Report Types

Report Description
Summary Report Overview of invoice counts, totals, and key metrics
Detailed Invoice Report Complete list of invoices with all details
Customer-wise Report Breakdown by customer with totals
Product/Service Report Analysis of which items are most invoiced
Aging Report Overdue analysis showing payment delays
Monthly Comparison Month-over-month revenue comparison
Tax Report Summary of taxes collected

Report Options

  • Date Range: Choose from presets or custom range
  • Customer Filter: Focus on specific customers
  • Status Filter: Include only certain statuses
  • Include Charts: Add visual graphs
  • Include Summary: Add statistical summary
  • Include Item Details: Show line items
  • Group by Month: Organize by month

Export Formats

  • PDF: Professional formatted report
  • Excel: Spreadsheet for further analysis

Support Tickets

Get help directly from the platform by creating support tickets. Our team responds within 48 working hours.

Creating a Ticket

  1. Navigate to the Support section from the sidebar
  2. Enter a clear, descriptive subject for your issue
  3. Provide detailed information about your problem or question in the message field
  4. Click "Submit Ticket"
One Ticket at a Time: You can only have one open support ticket at a time. You must close your current ticket before creating a new one. This ensures focused resolution of each issue.
Demo Restriction: Demo users cannot create support tickets.

Managing Your Tickets

View all your tickets in the Support section:

  • Open tickets are highlighted with a blue indicator
  • Closed tickets are shown with a gray indicator
  • Click View on any ticket to see the full conversation
  • Click Close to close an open ticket once your issue is resolved

Receiving Responses

When an administrator replies to your ticket:

  • The reply appears in the ticket detail view
  • You receive an email notification at your registered email address
  • If auto-reply is enabled (e.g., during holidays), you may receive an automatic response immediately
Response Time: Support tickets are responded to within 48 working hours. You can also email support@digitalguru.dev for urgent queries.

Company Profile

Configure your company information that appears on all invoices.

Company Logo

Upload your company logo (recommended: PNG or JPG, max 500KB). The logo appears on:

  • Invoice previews
  • PDF exports
  • Printed invoices
  • Email communications

Company Details

Field Description
Company Name Your business name (appears on invoices)
Company Email Business email address
Phone Number Business phone for customer contact
Website Your company website URL
Address Complete business address
Tax ID / VAT / EIN / GST Tax identification number
Business Registration Number Company registration/incorporation number

Username & Email Identity

Your company username creates a professional email identity for sending invoices.

How It Works

When you sign up, you choose a unique company username. This username becomes your branded email address:

Your username: mycompany Your email: mycompany@invoices.delivery Invoice emails sent FROM: mycompany@invoices.delivery System emails sent FROM: no-reply@invoices.delivery Support emails sent FROM: support@invoices.delivery

Username Rules

  • Set during registration only and cannot be changed afterward
  • Must be 3 or more characters
  • Only lowercase letters, numbers, dots, and hyphens allowed
  • Must be unique across the platform
  • Certain restricted usernames (e.g., admin, support, billing) cannot be used
Choose Wisely: Pick a username that matches your company or brand name since it becomes part of your professional email address and cannot be changed later.

Viewing Your Username

Your username is displayed in the Settings → Company Profile section as a read-only field. If you need to change it, please contact support by creating a support ticket.

Invoice Settings

Customize how your invoices are numbered and displayed.

Invoice Numbering

  • Invoice Prefix: Text before the number (e.g., "INV-", "2025-")
  • Starting Number: First invoice number
  • Number of Digits: Leading zeros (e.g., 001, 0001, 00001)
  • Default Due Days: Automatic due date calculation

Invoice Content

  • Footer Notes: Text that appears at the bottom of every invoice
  • Payment Terms: Payment instructions and terms
  • Payment Link: URL for online payment (optional)

Theme Color

Choose from 9 professional color themes:

Emerald Classic Brown Royal Blue Teal Rose Olive Rust Slate Violet

Page Size

Choose the paper size for PDF exports and printing:

  • A4: International standard (210 × 297 mm)
  • Letter: US standard (8.5 × 11 inches)
  • Legal: US legal size (8.5 × 14 inches)

Estimate Settings

Estimate Settings mirror Invoice Settings so both document types stay aligned in structure and output quality.

Estimate Numbering

  • Estimate Prefix: Text before the number (e.g., "EST-", "QUOTE-")
  • Starting Number: First estimate number
  • Number of Digits: Leading zeros (e.g., 001, 0001, 00001)
  • Default Valid Days: Automatic valid-until date calculation

Estimate Content

  • Footer Notes: Text shown in estimate preview and PDF output

Theme Color

Choose a theme color from the dropdown. A live color preview chip appears beside the selector, just like Invoice Settings.

The selected theme color is applied in estimate preview and PDF export.

Page Size

Choose the paper size for estimate PDF exports and printing:

  • A4: International standard (210 × 297 mm)
  • Letter: US standard (8.5 × 11 inches)
  • Legal: US legal size (8.5 × 14 inches)
Separate Numbering: Estimates have their own independent numbering sequence from invoices. This means you can have INV-00001 and EST-00001 at the same time.

Email Templates

Customize the emails sent with your invoices and estimates.

Template Variables

Use these placeholders in your invoice email subject and body:

{customer_name} - Customer's full name {invoice_number} - Invoice number (e.g., INV-0001) {invoice_amount} - Total invoice amount with currency {due_date} - Invoice due date {company_name} - Your company name {payment_link} - Link to pay online

Sending Options

When sending an invoice by email, choose how to include it:

  • Send Invoice Link: Include a view link in the email
  • Attach PDF: Attach the invoice as a PDF file
  • Both Link & PDF: Include both options

Currency & Format

Configure how monetary values are displayed on your invoices.

Supported Currencies

  • USD - US Dollar ($)
  • EUR - Euro (€)
  • GBP - British Pound (£)
  • PKR - Pakistani Rupee (₨)
  • INR - Indian Rupee (₹)
  • AED - UAE Dirham (د.إ)
  • SAR - Saudi Riyal (﷼)
  • CAD - Canadian Dollar ($)
  • AUD - Australian Dollar ($)
  • JPY - Japanese Yen (¥)
  • CNY - Chinese Yuan (¥)
  • Custom - Define your own symbol

Format Options

Setting Options Example
Symbol Position Before / After $100 or 100$
Decimal Separator Dot (.) / Comma (,) 100.50 or 100,50
Thousands Separator Comma / Dot / Space / None 1,234 or 1.234 or 1 234
Decimal Places 0, 2, or 3 $100 / $100.00 / $100.000
Live Preview: The settings page shows a real-time preview of how your currency will be formatted.

Subscription Management

View and manage your subscription plan.

Current Plan

Your subscription tab shows:

  • Current package name and type (Monthly, Yearly, or Lifetime)
  • Expiry date (or "Lifetime" for one-time purchase plans)
  • Invoices used this month vs. your limit
  • Estimates used this month vs. your limit
  • Customers and products usage
  • Usage progress bar

Upgrading or Renewing Your Plan

Browse available packages and upgrade or renew to keep your account active. Plans are available in three billing options:

Billing Type Description
Monthly Pay each month, cancel anytime
Yearly Pay annually at a discounted rate
Lifetime One-time payment for permanent access (when enabled by admin)

Lifetime Plans

When lifetime plans are enabled, you can make a single one-time payment and get permanent access to your chosen package. Lifetime plans:

  • Never expire
  • Include all features of the selected package
  • No recurring charges
  • Available on the signup page and upgrade section when enabled

Renewing Your Plan

You can renew your subscription at any time, even before it expires. Here is how renewal works:

  • Advance Renewal: If you renew before your plan expires, the new period is added to your current expiry date. For example, if your plan expires on April 15 and you renew a monthly plan on April 10, your new expiry will be May 15.
  • Expired Renewal: If your plan has already expired, the new period starts from today.
  • Renewal Reminders: You will receive an email reminder 7 days before your plan expires, sent to your registered email address.
  • To Renew: Go to Settings > Subscription > click the green "Renew Plan" button on your current package.
Expiry Warning: When your plan is about to expire (within 7 days), a warning banner will appear in your Subscription tab. If your plan expires, you may lose access to premium features until you renew.

Downgrading

To downgrade your plan, create a support ticket or email support@digitalguru.dev. The admin team will assist with the downgrade process.

Secure Payments: All payments are processed securely through Stripe. Your payment information is never stored on our servers.

Change Password

Update your account password for security.

Password Requirements

  • Minimum 8 characters
  • Must enter current password for verification
  • New password must be confirmed
Security Tip: Use a strong, unique password that includes letters, numbers, and symbols. Consider using a password manager.

Admin Dashboard

The Super Admin dashboard provides complete system oversight and management capabilities.

Administrator Only: This section is only accessible to users with Super Admin privileges.

Admin Statistics

Overview metrics include:

  • Total Users
  • Active Users
  • Suspended Users
  • Total Packages

Admin Charts

  • Users by Package: Distribution of users across packages
  • Users by Status: Active, suspended, and terminated users

User Management

Manage all system users from a central interface.

Adding Users

  1. Click "Add User"
  2. Fill in user details:
    • Full Name (required)
    • Email (required)
    • Password (required)
    • Phone
    • Package assignment
    • Status (Active/Suspended/Terminated)
    • Validity Period
  3. Click "Save User"

User Statuses

Status Description
Active User can access the system normally
Suspended Temporary access restriction
Terminated Permanent access removal

Validity Periods

Set subscription duration:

  • 1 Month
  • 3 Months
  • 6 Months
  • 1 Year
  • Lifetime

Package Management

Create and manage subscription packages.

Creating Packages

Define each package with:

  • Package Name: Display name
  • Price: Monthly subscription price
  • Description: Package description
  • Max Invoices per Month: Monthly invoice limit (0 = unlimited)
  • Max Estimates per Month: Monthly estimate limit (0 = unlimited)
  • Max Customers: Customer limit (0 = unlimited)
  • Max Products/Services: Item limit (0 = unlimited)
  • Status: Active or Inactive
  • Features: List of included features

Package Display

Packages are displayed as cards showing:

  • Package name and price
  • Description
  • Feature list with checkmarks
  • Usage limits
  • Number of users on the package
  • Status badge

Admin Support Management

Manage all user support tickets from a central interface.

Support Dashboard

The admin support view shows at-a-glance statistics:

  • Total Tickets: All tickets created across the platform
  • Open: Currently active tickets
  • Awaiting Reply: Open tickets that haven't been responded to yet
  • Closed: Resolved tickets

Ticket Management

View all tickets in a searchable, filterable table:

  • Search tickets by user name, email, or subject
  • Filter by status (All, Open, Closed)
  • View full ticket details and conversation
  • Reply to tickets directly from the modal
  • Close tickets when resolved

Replying to Tickets

  1. Click the View button on any ticket
  2. Read the user's message
  3. Type your reply in the text area
  4. Click "Send Reply" and the user is notified via email

Auto-Reply / Vacation Mode

Configure automatic responses for when you're unavailable:

  • Navigate to the Support Settings tab
  • Set Auto-Reply to "Enabled"
  • Write your auto-reply message (e.g., vacation notice, holiday hours)
  • When enabled, new tickets automatically receive your configured response
  • Auto-replies are clearly labeled so users know it's automated

Notification Settings

Set the email address where new ticket notifications are sent. By default, notifications go to the administrator's email.

Send Custom Email

Send emails to any address directly from the admin panel:

  • Click "Send Email" in the Support section
  • Enter the recipient's email address
  • Customize the sender prefix (e.g., support@invoices.delivery, billing@invoices.delivery)
  • Write your subject and message
  • The sender name is always "Invoices Delivery System"

System Settings

Configure system-wide settings including payments and email.

General Settings

  • System Name: Name displayed throughout the system
  • Support Email: Email for support inquiries
  • Default Currency: System default currency
  • Lifetime Plans: Enable or disable one-time lifetime purchase plans on the signup page and upgrade section

Stripe Payment Settings

Configure Stripe for online payments: