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What is an invoice?

An invoice is a summary of charges for a customer that you can send to them so they can view and pay online. Invoices are created automatically — whenever a charge is added to a customer’s account, Probase creates or updates a draft invoice for that customer.

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Invoice lifecycle

Invoices move through three stages:
StatusWhat it means
UnsentCreated automatically, not yet sent. Customers cannot see it.
UnpaidSent to the customer. Visible on their payment portal. May show as Overdue once past due.
Partially PaidA payment has been recorded but the full balance isn’t covered yet.
PaidAll charges fully covered. No further action needed.

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View all invoices

The Money page (click Money in the sidebar) lists all your invoices in one place. The invoice list shows each invoice’s customer name, amount, invoice number, date, and status. Use the status filter to narrow the list:
  • Unsent — Draft invoices ready to send
  • Overdue — Sent invoices past the payment due date
  • Unpaid — Sent invoices not yet paid
  • Paid — Completed invoices
Money overview page

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View an invoice

Click any invoice row to open the invoice detail page. The detail page shows:
  • Invoice status badge (Unsent, Unpaid, Partially Paid, Overdue, or Paid)
  • Your business information (logo, name, address, phone, email, and website — whatever you’ve configured in Business Profile settings)
  • Customer name and billing address
  • Invoice number and issued/due/paid dates
  • All line items with titles, quantity, and amounts
  • Any carried-forward charges from previous unpaid invoices
  • Subtotal, tax, payments & credits, total, and balance due
For charge line items, the invoice shows the quantity (e.g., QTY: 2) inline with the item name. When quantity is greater than 1, the unit price is shown below the item name and the total for that line is shown separately — giving customers a clear breakdown of every charge. Invoice detail page

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Send an invoice

Sending an invoice transitions it from Unsent to Unpaid and makes it visible on the customer’s payment portal. You’ll also get the option to share the payment link via SMS.
1

Open the invoice

From the Money page, click on the invoice row to open the invoice detail page.Draft invoice on the billing page
2

Click Send Invoice

Tap the Send Invoice button. The invoice is marked as sent and an invoice number is assigned.
3

Share the payment link

The SMS sharing modal opens with a pre-filled message containing the customer’s unique payment link.
  • Send SMS — Opens your device’s messaging app with the message ready to send (shown when a phone number is on file)
  • Copy Message — Copies the full message to your clipboard (shown when no phone number is on file)
  • Copy — Copies just the link SMS compose modal with payment link
Once sent, an invoice cannot be reverted to draft. You can still add credits or record payments against it.
When sending from a completed appointment, you’ll first see an invoice preview that shows the full invoice before it’s sent. Review it and tap Send to Customer to proceed to the SMS compose step. See Completing appointments for that flow.

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Re-share an invoice

For invoices that have already been sent, use the Send Invoice button on the invoice detail page to re-share the payment link at any time. This is useful for following up on outstanding balances. For paid invoices, a Copy Receipt Link button appears on the invoice detail page. Share this link with the customer so they can view their paid receipt.

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Record a payment

To record a cash, check, or other offline payment against an invoice:
1

Open the invoice

From the Money page, click on the invoice row.
2

Tap Record Payment

Click the Record Payment button on the invoice detail page.
3

Fill in payment details

The customer and invoice are pre-selected. Choose the payment method and enter the amount.Record payment flyout
4

Save

Tap Record Payment. The invoice balance updates immediately.
See Recording payments for full details including partial payments and overpayment handling.

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Invoices from the billing history page

Each customer has a dedicated Billing History page. To get there, click on the customer’s name, then tap the Billing History link or click the balance amount at the top. From the billing history page you can record payments, add charges and credits, and view all line items. To send an invoice to a specific customer, go to the Money page, find their invoice, and click Send Invoice.

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Customer billing address

When a customer has a billing address on file, it appears on their invoices. To add or update a billing address:
  1. Go to Customers and click on the customer’s name
  2. Click Edit
  3. Scroll to the Billing Address section
  4. Enter the address — start typing and address suggestions will appear to help you fill in city, state, and ZIP automatically
  5. Click Save

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Carried-forward items

If a customer has unpaid charges from a previous invoice period, those charges are included on the new invoice as Prior balance items. This gives customers a complete picture of everything they owe in one place, even if the charges originated on an earlier invoice. Carried-forward items are shown in a separate section below the current invoice’s line items.

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What customers see

When a customer opens their payment link, they see a list of their invoices. Clicking an invoice takes them to the payment page for that invoice, where they can view the full breakdown and pay online. See Customer payment portal for a full description of the customer experience.