How Invoisar works.

Getting started

Sign up with email and password or Continue with Google. Complete the business setup to create your first workspace. A workspace represents one business and keeps its own documents, customers and settings.

Prepare the workspace

1. Open Settings → Company information and check the business name, address, registration, tax and contact details.
2. Use Logo & branding and Invoice layout to set the document appearance.
3. Add a customer and save common entries in Items & Services.
4. Create the first document from Documents.

Dashboard

The Dashboard summarises active clients, revenue per client, repeat client rate and revenue concentration. Charts show leading customers, payment behaviour and revenue trends. Use it as an overview; open Reports or the underlying records for detail.

What the metrics mean

• Active clients have revenue or an open balance.
• Revenue per client averages collected revenue across active clients.
• Repeat client rate shows the share billed more than once.
• Top 5 revenue share shows how concentrated collected revenue is.

Invoices

Open Documents, select Invoice and create a document. Choose an existing customer or add one, then add saved Items & Services or one-off lines.

Information you can enter

Set issue and due dates, Reference, PO number, quantity, unit price, line discount and tax. Add optional notes, terms, shipping, deposit request and document photos where needed. The invoice number comes from Settings → Titles & numbering.

Save, send and follow up

1. Save as Draft or use the send workflow.
2. Sending emails the PDF and a secure online-view link.
3. The document progress can record created, sent, read, signed and paid events with timestamps.
4. Record an outside payment with Mark as paid, or let an eligible Stripe card payment update the invoice.

A payment below the outstanding amount produces a Partially paid invoice. The full balance produces Paid. Unpaid invoices can become Overdue after their due date.

Quotes

Create a Quote from Documents with the same customer and line-building tools used for invoices. Send it so the customer receives the PDF and secure online view.

Customer decision and conversion

The customer can accept or decline from the online view. Quotes can carry Sent, Read, Accepted, Declined and Expired states. Once accepted, use the conversion action to create an invoice. The invoice keeps the copied lines and a link back to the source quote.

Customers

Open Customers to add or edit a customer. Records can store name, company, email, phone, tax number, billing address, currency and internal notes. Customer totals show billed and outstanding amounts.

Select a saved customer in the document editor to reuse the billing details. Deactivating or deleting a customer does not rewrite existing documents that already hold their details.

Items & Services

Open Items & Services to save products and services you use repeatedly. Each entry can hold a name, description, default price, unit and tax rate, with inventory and image fields where applicable.

Select a saved entry in the document editor. You can still adjust quantity, price, discount and tax for the current line without changing the saved default.

Expenses

Use Expenses to track business spending with supplier, date, category, amount and receipt information. Expense totals feed into Reports.

Gmail expense drafts

After connecting Gmail expenses in Settings → Integrations, run a sync and review the suggested drafts. Check the source attachment and extracted details, then Approve or Reject. Nothing is recorded as an expense until you approve the draft.

Payments

The Payments screen shows received payments and outstanding invoices. An invoice retains the payment records that make up its paid and outstanding amounts.

Stripe card payments

1. Open Settings → Payment options and connect Stripe.
2. Complete Stripe onboarding until charges are enabled.
3. Enable card payments for the business and invoice.
4. Send the invoice. The customer pays from its secure online view.

Card payment requires an outstanding balance and, when a signature is required, a completed customer signature. Stripe handles the charge; Invoisar records the result and updates the invoice.

Payments received elsewhere

Open an invoice and choose Mark as paid. Enter the amount, method—such as bank transfer, cash or cheque—and an optional note. Part payments are supported.

Teams

A Teams workspace supports multiple members. Open Team to see members, pending invitations, roles and available seats.

Invite and manage access

1. Enter the colleague’s email address.
2. Choose the role and send the invitation.
3. The colleague accepts from the email and joins the workspace.
4. Change a role or remove a member when access changes.

Permissions can cover invoices, quotes, customers, items, payments, expenses, recurring invoices, archive, integrations, billing and team management. Owner-only actions include subscription and seat-level decisions.

Work Chat

Chat in the sidebar is a real-time conversation for everyone in the active Teams workspace. Use it for discussion tied to the work that workspace contains.

• Mentions notify the named person.
• Unread messages appear as a count beside Chat.
• Switching workspace changes the workspace conversation.

Integrations

Open Settings → Integrations. Each available connection is authorised and managed separately.

Gmail expenses

Surfaces receipt and supplier-invoice drafts for your approval. It does not post expenses without that decision.

Customer conversations

Matches Gmail threads to saved customer email addresses so relevant customer activity can appear with the customer. Unrelated inbox mail is not imported.

Google Contacts

Creates a contact-import preview. Select contacts and choose whether duplicate matches should be skipped, merged or updated before importing.

Connection pages show status and sync history. You can sync, pause automatic sync or disconnect; disconnecting leaves existing Invoisar records unchanged.

Settings

Settings are grouped around business profile, appearance, invoice defaults and connected tools.

• Logo & branding — logo, brand colour and document typeface.
• Invoice layout — choose one of seven document layouts.
• Company information — business and tax details printed on documents.
• Signature — saved business signature and customer-signature options.
• Payment options — bank instructions, QR and Stripe card payments.
• Automatic reminders — due-date and overdue schedules.
• Tax settings — primary and optional secondary tax.
• Default notes and Email templates — reusable document and email wording.
• Field labels — rename PDF labels such as Bill to, Qty or Unit price.
• Titles & numbering — separate title, prefix and next number for each document type.

Account & Security

Use User account for personal profile details. Preferences control language, currency format, date format and timezone. Password and security controls are separate from Company information.

Email/password accounts can use password controls and verification flows. Continue with Google uses the Google sign-in flow. Account deletion is different from archiving or trashing documents and is intended to remove account and business data.

Billing & Plans

Open Subscription to see the workspace plan, billing status, renewal information and available changes. A plan belongs to the workspace.

Free

Three invoices and three invoices with client-signature requests per calendar month, core documents, customers and Items & Services. Free PDFs include an Invoisar watermark.

Pro

£4.99 monthly or £39.99 yearly. Adds unlimited invoices and signature requests, watermark removal, branding controls, recurring invoices, automatic reminders, deposit requests, online card payments and report export.

Teams

£7.49 monthly or £59.99 yearly. Adds configurable workspace seats, multiple members, roles and permissions, workspace activity and Work Chat to the Pro capabilities.

Stripe handles subscription checkout. Downgrades or cancellation are scheduled through the Subscription controls, and billing history can link to Stripe-hosted invoices when provided.