Invoices & Payment Plans

Overview

The Invoices module lets you create and send professional invoices directly from Modality. Each invoice supports line items, tax calculations, payment terms, and partial payments. Invoices are tied to your CRM contacts and companies, so payment history flows back into the customer record automatically.

• Full-page professional invoice creation with line items
• Split payments and installment plans with balance tracking
• Stripe-powered public payment pages for customers
• Customizable email templates styled with your brand kit
• Automation triggers and actions for end-to-end invoice workflows

Creating an Invoice

Invoices are created from a dedicated full-page form designed for professional billing. The form includes all the fields you need.

How to Create an Invoice

1. 1

   Navigate to Invoices

   Click "Invoices" in the sidebar. The invoices list shows all invoices with their status, amounts, contacts, and due dates.

2. 2

   Click "New Invoice"

   The full-page invoice form opens. Select a contact and optionally a company from your CRM. Add CC recipients who will receive copies of invoice emails.

3. 3

   Add line items

   Add one or more line items with description, quantity, and unit price. The subtotal, tax, and total are calculated automatically. Add notes or terms at the bottom.

4. 4

   Set payment terms

   Choose from standard payment terms: Due on Receipt, Net 15, Net 30, or Net 60. The due date is calculated automatically from the invoice date based on the selected terms.

5. 5

   Save or send

   Save the invoice as a draft to review later, or send it immediately. Sent invoices generate a unique payment link and deliver the invoice email to the contact.

Invoice Statuses

Invoices move through a lifecycle of statuses that track their payment state:

• Draft — invoice is being prepared and has not been sent to the customer
• Sent — invoice has been emailed to the customer and is awaiting payment
• Partial — one or more payments have been received but the balance is not yet fully paid
• Paid — the invoice has been paid in full
• Overdue — the due date has passed without full payment
• Cancelled — the invoice was cancelled before payment
• Void — the invoice was voided after being sent (e.g., issued in error)

Split Payments

Invoices support partial payments, allowing customers to pay in installments. This is ideal for large orders, deposits, or payment plans.

How Split Payments Work

• When a customer makes a payment that is less than the total, the invoice moves to Partial status
• The remaining balance is displayed on the invoice and the public payment page
• Multiple payments can be recorded against a single invoice until the balance reaches zero
• Each payment is logged with its amount, date, and payment method
• When the balance reaches zero, the invoice automatically transitions to Paid

Sending Invoices

Invoices are delivered via email with a customizable template. The email includes a summary of the invoice and a prominent "Pay Now" button linking to the public payment page.

Email Delivery

• Invoice emails are sent to the primary contact and all CC recipients
• The email template supports merge tags for personalization (contact name, invoice number, amount, due date)
• Email design inherits your brand kit styling — logo, colors, and fonts
• Customize the email subject line and body text from Invoice Settings
• Track email opens and link clicks from the invoice detail page

Public Payment Page

Each sent invoice generates a public payment page at /invoice/[token]. This page is where customers review and pay their invoices.

What the Payment Page Includes

• Your company name, logo, and branding from the brand kit
• Full invoice details: line items, quantities, prices, subtotal, tax, and total
• Payment history showing previous payments and remaining balance
• Option to pay in full or enter a custom partial payment amount
• Stripe-powered secure checkout for credit/debit card payments
• Confirmation page after successful payment

Invoice Settings

Configure default invoice behavior and branding from the Invoice Settings panel.

Company Information

Set your company name, address, phone, and email. This information appears on every invoice and the public payment page.

Branding

Invoice branding is inherited from your brand kit. Your logo, primary and secondary colors, and fonts are applied to invoice emails, the public payment page, and PDF exports. Changes to the brand kit automatically update invoice styling.

Default Terms

Set default payment terms (Net 15, Net 30, Net 60, or Due on Receipt) that are pre-selected when creating new invoices. Default notes and terms text can also be configured to appear on every invoice.

Email Template Customization

Customize the invoice email template using the visual editor. Edit the subject line, body text, and layout. Merge tags are available for dynamic content: contact name, invoice number, amount due, due date, and payment link.

Automation Integration

Invoices integrate with the automations engine for end-to-end workflow automation. Build workflows that create, send, and follow up on invoices automatically.

Invoice Triggers

The following triggers are available for invoice-based automations:

• invoice_created — fires when a new invoice is created
• invoice_sent — fires when an invoice is sent to the customer
• invoice_paid — fires when an invoice is fully paid
• invoice_overdue — fires when an invoice passes its due date without payment
• invoice_partial_payment — fires when a partial payment is received

Invoice Actions

The following actions can be used in automation workflows:

• create_invoice — creates a new invoice with specified line items, contact, and terms
• send_invoice — sends a draft invoice to the customer
• send_invoice_email — sends a custom email related to the invoice (reminders, thank you, etc.)

Use Case: Installment Payments

A common workflow is collecting deposits via an application form, then following up with a final payment invoice. Here is how to set this up with automations:

1. 1

   Create an application form

   Build a form that collects the applicant's information and any details needed to generate the invoice (e.g., package selection, quantity).

2. 2

   Set up a "form submitted" automation

   Create an automation triggered by form submission. Add a create_invoice action with the deposit amount as the line item, then a send_invoice action to deliver it immediately.

3. 3

   Set up a "deposit paid" automation

   Create a second automation triggered by invoice_paid. This automation creates a follow-up invoice for the remaining balance with Net 30 terms and sends it to the customer.

4. 4

   Add overdue reminders

   Create an automation triggered by invoice_overdue that sends a reminder email using the send_invoice_email action with a friendly payment reminder template.

Managing Invoices

The invoices list page provides a comprehensive view of all your invoices with tools for filtering, searching, and tracking.

List Page

• Summary stats at the top: total invoiced, total paid, total outstanding, and overdue amount
• Filter by status (Draft, Sent, Partial, Paid, Overdue, Cancelled, Void)
• Filter by date range to see invoices from a specific period
• Search by invoice number, contact name, or company
• Click any invoice to view its full details, payment history, and activity log

Editing Invoices

Draft invoices can be fully edited — update line items, contacts, terms, and notes. Once an invoice has been sent, only notes and internal fields can be modified. To make changes to a sent invoice, void it and create a new one.