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Documentation Index

Fetch the complete documentation index at: https://developers.paperlink.online/llms.txt

Use this file to discover all available pages before exploring further.

Invoices in Paperlink are billing documents you send to clients. Paperlink pre-fills your company and client details automatically, so creating an invoice is mostly about adding line items, setting dates, and choosing payment terms. Every new invoice starts as a Draft, which means you can edit every field before sending. Before creating your first invoice, make sure you have set up at least one company (the sender) and one client (the recipient). See the links at the bottom of this page to get those ready.

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Create an invoice

1

Open Invoices

Click Invoices in the sidebar to open your invoice list.
2

Start a new invoice

Click New Invoice in the top-right corner. The invoice form opens with five sections.
3

Fill in the form

Work through each section described below. Only the fields marked required need a value before saving.
4

Save

Click Save at the bottom of the form. Paperlink saves the invoice with Draft status.

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Form sections

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Basic information

This section identifies who sends and who receives the invoice.
  • Client - the client you are invoicing. Paperlink auto-selects the client if your team only has one.
  • Company - the company issuing the invoice. Auto-selected if you only have one company.
  • Invoice Name - an optional internal label to help you identify this invoice in your list.
Set up your company and at least one client before creating an invoice. Paperlink uses both to populate the invoice header with names, addresses, and tax details.

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Document information

This section covers dates and reference numbers.
  • Invoice Number - auto-generated in the format INV-YYYY-NNNN. You can change it manually while the invoice is in Draft. Numbers must be unique within your team. Changing the issue date in Draft regenerates the number.
  • Issue Date - the date the invoice is issued.
  • Due Date - when payment is expected.
  • Tax Point Date - the date used for tax reporting, if different from the issue date.
  • Payment Terms - choose from Net 7 days, Net 15 days, Net 30 days, Net 60 days, or Due on Receipt.
  • Purchase Order Number - your client’s PO reference, if they provided one.
  • Reference Number - your own internal reference for cross-linking with other systems.

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Line items

Line items are the products or services you are billing for. To add a line item, select a product from the dropdown. Paperlink loads the product’s name, price, SKU, and tax rate from your catalog and adds it to the invoice table. Products already on the invoice are excluded from the dropdown. Each line item shows: product name, SKU, quantity, unit price, and line total. Click the edit icon on any row to open the Edit Line Item dialog, where you can adjust:
  • Description - optional notes for this line item.
  • Qty - quantity (required, minimum 0.01).
  • Price - unit price (required).
  • Tax % - tax rate as a percentage (0-100).
  • Total - calculated automatically as Qty x Price. This field is read-only.
Click Save Changes to apply your edits.
When you add a product from your catalog, Paperlink copies the product data into the line item at that point in time. If you later change the product in your catalog, existing invoices are not affected — each invoice keeps its own snapshot of the product details.

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Financial & payment

This section covers discounts and payment details.
  • Discount - a deduction from the gross total. Choose Percentage or Fixed Amount and enter the value.
  • Payment Method - how the client will pay: Bank Transfer, Credit Card, Cash, Check, PayPal, or Other.
  • Transaction ID - a reference number for the payment transaction.
  • Applied Balance - account balance applied toward this invoice.
  • Applied Credits - credits applied toward this invoice.
This section adds text that appears on the printed invoice.
  • Notes - free-text notes for the client (up to 1,000 characters).
  • Legal Notice - your legal terms and conditions.

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Invoice totals

Paperlink calculates totals automatically as you add line items and discounts.
FieldCalculation
SubtotalSum of all line totals (Qty x Price) before tax
TaxSum of tax calculated per line item
Gross TotalSubtotal + Tax
DiscountPercentage of gross total, or a fixed amount
Applied BalanceDeducted from the total
Applied CreditsDeducted from the total
Total DueGross Total minus Discount, Balance, and Credits

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What happens after saving

The invoice appears in your Invoices list with Draft status. While in Draft, you can edit any field — client, company, line items, dates, payment details, and the invoice number. Once you are ready to send, you can update the status to Sent.
Draft status is the only status where all fields remain editable. After you move the invoice to Sent or another status, some fields become locked.

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What to set up first

Manage clients and products

Add your clients and build a product catalog before creating invoices

Invoice status workflows

Understand how invoices move through Draft, Sent, Viewed, and Paid

Create estimates

Send an estimate for approval before converting it to an invoice