User Guide

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.

Quick Start Guide

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

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

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

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

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:

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

Pricing & Adjustments

Saving Options

• Save Invoice: Save as a complete, sendable invoice
• Save as Draft: Save for later editing without sending

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

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.

Invoice Actions

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

Filters & Search

Basic Filters

The filter bar provides quick access to common filters:

• Search Box: Search by invoice number, customer name, or amount
• Status Filter: Filter by Paid, Unpaid, Overdue, or Draft
• Date Range: Filter by issue date range

Advanced Filters

Click "Advanced Filters" to access more powerful filtering options:

• Customer: Filter by specific customer
• Amount Range: Set minimum and maximum amounts
• Product/Item: Filter by invoices containing specific items
• Sort By: Order results by various criteria
• Quick Date: Preset date ranges (Today, This Week, This Month, etc.)

Quick Date Presets

Sorting Options

• Newest First / Oldest First
• Highest Amount / Lowest Amount
• Due Date (Soonest/Latest)
• Customer Name (A-Z)

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:

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

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

Estimate Actions

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

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.

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

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.

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.

Reports & Analytics

Generate comprehensive reports to analyze your business performance.

Report Types

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"

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

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

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:

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

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:

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)

Email Templates

Customize the emails sent with your invoices and estimates.

Template Variables

Use these placeholders in your invoice email subject and body:

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

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:

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.

Downgrading

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

Change Password

Update your account password for security.

Password Requirements

• Minimum 8 characters
• Must enter current password for verification
• New password must be confirmed

Admin Dashboard

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

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

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:

• Enable/Disable: Turn Stripe payments on or off
• Mode: Test (Sandbox) or Live (Production)
• API Keys: Publishable and Secret keys for both modes
• Webhook Secret: For handling subscription updates
• Test Connection: Verify your Stripe configuration

SMTP Email Settings

Configure email delivery:

• Enable SMTP: Use SMTP or PHP mail()
• SMTP Host: Mail server address (e.g., smtp.gmail.com)
• SMTP Port: 587 (TLS), 465 (SSL), 25, or 2525
• Encryption: TLS, SSL, or None
• Username & Password: SMTP credentials
• From Name: Display name for outgoing emails
• From Email: Fixed to no-reply@invoices.delivery
• Email Tagline: Short line appended to every outgoing email, with an automatic link to Invoices Delivery System
• Test Email: Send a test to verify configuration

Keyboard Shortcuts

Work faster with these keyboard shortcuts in the invoice editor:

Frequently Asked Questions

How do I reset my password?

If you're logged in, go to Settings → Change Password. If you forgot your password, click "Forgot Password?" on the login page to receive a reset link via email.

Can I customize the invoice design?

Yes! Go to Settings → Invoice Settings to change colors, add your logo, customize footer notes, and payment terms.

How do I send an invoice to a customer?

Open the invoice, then click "Send Email" to email it, or "Share Link" to copy a link you can share through any channel. Link expiry is selected at send/share time (1, 7, 14, or 30 days). The same options are available for estimates.

What happens when I reach my invoice limit?

You'll see a warning and won't be able to create new invoices until the next billing cycle. Consider upgrading your package for more invoices. The same applies to estimate limits.

Can I change my username after signup?

No, your company username is permanent and set during registration. If you absolutely need a change, contact support by creating a support ticket.

How do I contact support?

Navigate to the Support section in your dashboard and create a support ticket. You can also email support@digitalguru.dev directly. Response time is within 48 working hours. Demo users cannot create support tickets.

Can I only have one support ticket open?

Yes, you can only have one open ticket at a time. Close your current ticket before creating a new one to ensure each issue gets focused attention.

What are lifetime plans?

Lifetime plans allow you to make a single one-time payment for permanent access to your chosen package. No recurring charges, no expiry. Availability depends on admin configuration.

How do I renew my subscription?

Go to Settings > Subscription in your dashboard. Click the green "Renew Plan" button on your current package. If you renew before your plan expires, the new period is added to your current expiry date. You will also receive an email reminder 7 days before expiry.

Can multiple users share an account?

Each user should have their own account. Admins can create additional user accounts if needed.

How secure is my data?

We use industry-standard encryption (AES-256), bcrypt password hashing, secure sessions, CSRF protection, and never store payment information on our servers.

Can I export my data?

Yes. Invoices and estimates can be exported as PDF, CSV, and Excel. You can also export selected rows and generate date-range reports.

How do drafts work for invoices and estimates?

Each module keeps one server-side draft. If you try to save another draft, the system asks whether to overwrite the previous one. Draft rows are pinned at the top of invoice and estimate lists. Back auto-saves a local draft, while Discard does not save.

What are estimates and how do they differ from invoices?

Estimates are pricing proposals you can send to clients before committing to an invoice. They work like invoices (same editor, items, discounts, taxes) but without a payment link. Once accepted, you can convert an estimate to an invoice with one click.

Can I convert an estimate to an invoice?

Yes! Open any estimate and click "Convert to Invoice". All items, customer details, and pricing are transferred. The estimate is automatically marked as "Accepted".

Do estimates expire?

Each estimate has a "Valid Until" date that you set in the editor. List retention is controlled by your current plan window (for example 3, 6, or 12 months, or unlimited if your plan allows it). Share link expiry is set when sharing or emailing by link (1, 7, 14, or 30 days).

Troubleshooting

Common Issues

Can't log in

• Double-check your email and password
• Ensure Caps Lock is off
• Clear browser cache and cookies
• Try the "Forgot Password?" link to reset your password
• Try a different browser
• Contact administrator if account is suspended

Emails not sending

• Check SMTP settings (Admin → System Settings → SMTP)
• Use "Send Test Email" to diagnose issues
• Verify SMTP username and password
• Check if port is blocked by firewall

PDF not generating

• Disable ad blockers temporarily
• Allow pop-ups for this site
• Try a different browser
• Check for JavaScript errors in console

Invoice not saving

• Check internet connection
• Ensure all required fields are filled
• Check if you've reached your invoice or estimate limit
• Verify customer and items are valid

Charts not loading

• Enable JavaScript in your browser
• Refresh the page
• Clear browser cache