Invoices

Everything you need to know about creating, customising, and sending invoices in BillCraft AI.

Creating an invoice

Go to Invoices → New Invoice. You have two options:

  • Manual form — select a client, fill in the fields, and add line items one by one.
  • AI invoice generation (Pro / Agency) — type a plain-language description of the work and BillCraft fills everything in for you. See AI Features.
[SCREENSHOT: New invoice form showing client dropdown, invoice number, issue/due date fields, and the AI description box]

Line items

Each invoice can have as many line items as you need. For every line item, enter:

  • Description — what was delivered or provided.
  • Quantity — hours, days, units, or any other measure.
  • Unit price — price per unit in the invoice currency.

The line total and the overall subtotal update automatically as you type.

Tax

Choose the tax type that applies to this invoice, then enter the rate as a percentage. BillCraft calculates the tax amount and shows it separately on the invoice.

VAT

Value Added Tax — used in the EU, UK, and many other countries.

GST

Goods and Services Tax — used in Australia, New Zealand, Canada, and India.

Sales Tax

US-style flat percentage applied to the sale.

None

No tax on this invoice.

Your tax registration number (VAT, GST, ABN, etc.) is pulled automatically from Settings → Organisation and appears on the PDF — required for valid B2B tax invoices in most jurisdictions.

Discounts

Enter a flat discount amount in the invoice currency. The discount is subtracted from the subtotal before tax is applied. It appears as its own line on the invoice PDF.

Currency

BillCraft AI supports over 150 currencies including USD, EUR, GBP, AUD, CAD, JPY, CHF, INR, and more. The currency is set per invoice and appears on the PDF and the client's share link. You can set a default currency in Settings → Organisation and a preferred currency per client.

Invoice statuses

Every invoice has one of the following statuses:

DraftCreated but not yet sent. Only visible to you.
SentEmailed to the client. Awaiting payment.
ViewedClient opened the invoice link.
PartialA partial payment has been recorded.
PaidFully paid and closed.
OverduePast the due date with an outstanding balance.
CancelledCancelled — no longer expected for payment.
VoidVoided for correction purposes. Treated as if it never existed.

Sending an invoice

Open any draft invoice and click Send Invoice. BillCraft will:

  1. Generate a PDF of the invoice.
  2. Send an email to your client with the PDF attached.
  3. Include a secure link so the client can view the invoice online.
  4. CC any additional email addresses you've set on the client record.
  5. Update the invoice status from Draft to Sent.
[SCREENSHOT: Invoice detail page with the Send Invoice button and email preview]

What the client sees

Clicking the link in the email takes clients to a public page at billcraft.aakasa.dev/p/[token]. This page shows:

  • Your business logo and name, the client's billing address.
  • Invoice number, issue date, due date, and status.
  • All line items with descriptions, quantities, unit prices, and amounts.
  • Subtotal, discount (if any), tax, and the total amount due.
  • Your payment instructions (bank details or payment link).
  • A button to download the invoice as a PDF.

When the client opens this link, the invoice status updates automatically from Sent to Viewed.

[SCREENSHOT: Public invoice page as seen by a client — showing logo, invoice details, line items, and payment instructions]

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