Invoicing is how a business on the platform bills its customers and gets paid. Write the invoice, send it, and the customer gets an email with a hosted page they can print, save as a PDF, and, once your Stripe account is connected, pay by card. Every payment, card or check, books itself into Financial Management as income on the day the money arrives.
What it is
An invoice here is a document with line items, an optional discount, tax on the lines you mark taxable, an issue date and a due date. It goes out by email with a link to its own hosted page. The page shows the invoice in full, offers a Pay button when online payment is available, and updates itself as payments arrive. Partial payments are fine; the balance follows.
Customers come from the same records the Customers app keeps, so a person or company you already know is one pick away, and there is no second address book to maintain.
Where to find it
Open it from My Apps under Money and Operations, or go straight to www.allinonenonprofit.com/invoicing/. Invoicing is included on every plan, for nonprofits and businesses alike: a nonprofit can bill for services it sells, space it rents, or fees it charges.
The dashboard and the list
The dashboard shows four numbers: what is open, what is overdue, what was paid this month, and how many drafts are waiting. Below them sit the open invoices, soonest due first. Invoices is the full list, with filters for drafts, sent, partly paid, overdue, paid and void, and a search box for a number or a customer. Click any row to open it.
Writing an invoice
Choose New invoice. Start typing the customer's name and pick them from the list that appears; their email fills in if Customers has it. A name that is not in Customers is fine too, the invoice keeps whatever you type. The issue date is today and the due date follows your default terms; change either one. Leave the invoice number blank and the next number in your sequence is used.
Save keeps it as a draft, visible only to your team. A draft can be edited freely, or deleted.
Lines, discounts and tax
Each line has a description, a quantity (fractions like 1.5 hours are fine), a rate, and a Taxable checkbox. The amount is quantity times rate. A discount, in dollars, comes off the subtotal. Tax is figured on the taxable lines after they carry their proportional share of the discount, at the rate on the invoice. The default rate and its label, sales tax in most places, live in Settings and can be changed on any single invoice.
Stripe Tax: the tax worked out from the customer's address
If your organization's own Stripe account has Stripe Tax set up, the owner or an Admin can turn on Turn Stripe Tax on in Settings, under Stripe Tax. The button stays unavailable until Stripe says your account is ready: a head office address, a default product tax code, and a registration for each state where you collect sales tax, all set in your Stripe dashboard at https://dashboard.stripe.com/settings/tax and https://dashboard.stripe.com/tax/registrations.
With it on, each invoice has an Address for sales tax (street, city, a two-letter state and a ZIP code) and no flat rate. When you save, Stripe works out the tax on the taxable lines, after their share of the discount, and the invoice shows the state and rate, for example "Sales tax (FL, 7%)". Until you save a change to the lines, the discount or the address, the tax shows as "worked out when you save". An invoice without a complete address is not saved; the message says which part is missing.
When the invoice is paid in full, the tax is recorded in Stripe, so it appears in Stripe's own tax reports for your filings. Removing a payment so the invoice is no longer paid in full takes that record back out. A recurring schedule keeps its own address for sales tax; if Stripe cannot work out the tax when the schedule writes an invoice, that invoice waits as a draft, is not sent, and you get an email. Turning Stripe Tax off brings the flat rate back for the next invoice you write or edit. Stripe charges your account its own fee for Stripe Tax.
Sending it
Save and send emails the customer a copy with a link to the hosted page. The invoice moves from draft to sent, and the link appears on the invoice so you can copy it into a text message or your own email. Send again resends the same link at any time. Replies to the email go to the reply-to address in Settings, or to the organization owner when that is empty.
Once an invoice has a payment on it, its lines are locked. To change it, void it and issue a new one. A sent invoice with no payments can be voided; a draft can simply be deleted.
Getting paid
By card, on the hosted page
Connect your own Stripe account on My Organization. From then on every sent invoice with a balance shows a Pay button. The customer pays through Stripe's secure checkout, the money goes to your Stripe account, the customer gets a receipt, you get an email, and the payment is recorded on the invoice and booked in Financial Management, all without anyone typing anything. The platform takes no cut; Stripe's own card fee applies and is booked as an expense the way it is for donations and store sales.
By PayPal
On Settings, under Online payments, paste your PayPal.Me handle (for example paypal.me/YourBusiness) or your PayPal business email. From then on the hosted page and the email carry a Pay with PayPal link beside the card button (or on its own, if Stripe is not connected) with the balance filled in. PayPal does not tell the platform when the customer pays, so when PayPal's email arrives, open the invoice, choose Record a payment and pick the method PayPal; the payment is booked in Financial Management like any other. A PayPal.Me handle cannot carry the invoice number, so the page asks the customer to put it in the note; a business email carries the number automatically. PayPal's own fee applies; the platform takes no cut. Only the owner or an admin can change the setting.
By PayPal, recorded automatically
For PayPal payments that record themselves, connect your own PayPal app. In the PayPal Developer Dashboard, sign in with your PayPal business account, create an app under Apps and Credentials (Live), and copy its Client ID and Secret. On Settings, under PayPal checkout, paste both and choose Connect PayPal. The platform checks them with PayPal, stores the Secret encrypted, and asks PayPal to send a notice whenever a payment or refund happens. From then on the hosted page shows a Pay with PayPal button in place of the PayPal.Me link. The customer pays in PayPal’s own checkout, comes back to the invoice, and the payment is recorded on the invoice with a receipt by email; the PayPal fee is booked as an expense in Financial Management, the same way Stripe’s card fee is. A refund made in PayPal is recorded as a negative payment. Only the owner or an admin can connect or disconnect PayPal.
By check, cash or transfer
Open the invoice and choose Record a payment. Enter the amount, the date and the method, plus a check number or memo if you have one. Partial payments are fine. When the invoice has the customer's email address, a box Email a receipt to followed by that address is ticked for you: leave it ticked and the customer gets a short email saying what was received and what balance remains, with a link to their copy of the invoice; untick it to record the payment without telling them (added October 25, 2026). A hand-recorded payment can be removed if it was entered by mistake, and its income row goes with it. A card payment cannot be removed here; refund it in Stripe instead.
Recurring invoices
A retainer, a monthly service fee, a quarterly maintenance charge: set it up once under Recurring. A schedule holds the customer, the lines, the interval (weekly, monthly, quarterly or yearly), the next date and an optional end date. Each morning the app creates that day's invoices. With auto-send on, each one is emailed the same morning; with it off, they wait in Drafts for you to review and send. Pause a schedule any time; the invoices it already created stay.
Reminders
With reminders on in Settings, a sent or partly paid invoice with an email address gets a gentle reminder three days before it is due, and a past-due notice one, seven and thirty days after. Each reminder goes once, and each time one goes out the owner, or the reply-to address in Settings when one is set, gets an email naming the invoice, which reminder it was and the balance (added October 25, 2026). Turn the switch off and nothing is sent.
How it books
Income is recorded when money arrives, never when the invoice is issued. That matches the cash basis Financial Management uses by default. Each payment becomes one income row under the invoice's income category (Service Revenue unless you change it), described as the invoice number and the payer. Nothing from the line items themselves is copied into the books, so a description written for the customer stays between you and the customer. With Stripe Tax on, the sales tax part of each payment is booked under Sales Tax Payable as money held for the state, not as income, so the books match what Stripe reports.
Settings
| Setting | What it does |
|---|---|
| Number prefix and next number | Your sequence. INV-1001, INV-1002 and so on. Change the next number to continue a sequence from an older system. |
| Default terms | Days from the issue date to the due date on a new invoice. |
| Tax rate and label | The default rate on new invoices and the word the customer sees for it. |
| Stripe Tax | With it on, Stripe works out each invoice's sales tax from the customer's address instead of the flat rate. Owner or Admin only; it turns on once your Stripe account is ready. |
| Default note and footer | The note starts every new invoice; the footer appears on the hosted page and in the email. Put your business name, full street address, phone and how to pay by check in the footer. |
| Reply-to | Where a customer's reply to an invoice email lands. |
| Income category | The Financial Management category new invoices book to. |
| Reminders | On or off for the whole organization. |
Your first invoice
- Open Settings, put your business name, full address and phone in the footer, and set your tax rate if you charge one.
- Connect Stripe on My Organization if you want card payments. You can send invoices without it and add it later.
- Choose New invoice, pick a customer, add one line, and save.
- Send it to yourself first: put your own email on the customer, choose Save and send, and open the hosted page from the email on your phone.
- When it reads right, change the email to the customer's and send again.
Access and privacy
Invoicing is scoped to your organization. Your team sees every invoice; a view-only member can read but not change anything. A customer sees only their own invoice, at an address made from a long random code that is not guessable and does not lead back into your account. The hosted page shows what you put on the invoice and in the footer, so keep the footer to what a customer should see.
Connecting other software
On a paid plan, an owner or an admin can create an API key on My Organization at https://www.allinoneforprofit.com/team/ with the Read invoices permission, so a bookkeeping or reporting tool can read your invoices, their lines and the payments recorded against them. The API only reads: invoices are still created, sent and paid here, so the numbering, the customer's email and the booking in Financial Management stay in one place. Webhooks on the same card can tell another system the moment an invoice is created, sent, partly paid or paid. The technical reference for whoever sets it up is at https://app.allinoneforprofit.com/api/v1/openapi.json.
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