# Invoices and estimates

> Create an invoice or estimate, add a deposit or installments, share the payment link, record offline payments and confirm the customer paid.

Canonical: https://help.spacebrain.ai/payments/invoices-and-collections/
Last modified: 2026-09-25T00:00:00.000Z

This guide shows you how to bill a customer for a set amount and check that they paid. It also covers estimates (quotes), deposits and installments, reminders and payments you receive offline. It is for anyone who sends invoices from Payments.

## Before you begin [#before-you-begin]

* Complete **Invoice identity** in **Payments → Settings**. You cannot issue an invoice until the required business details are saved.
* For online payment, connect a payment account that shows **Ready**. See [Set up payment accounts](/payments/set-up-payment-accounts/).
* Know the customer's name and email. If they already exist in the CRM, you can pick them and their details fill in automatically.
* For your first try, invoice yourself or a colleague for a small amount.

## Where to find it [#where-to-find-it]

* Invoices: **Payments → Invoices**, then **New invoice**.
* Estimates: **Payments → Estimates**, then **New estimate**.

## Create an invoice [#create-an-invoice]

1. Open **Payments → Invoices** and choose **New invoice**.
2. Under **Customer and terms**, choose a **CRM customer (optional)** or type the **Customer name** and **Customer email**. Add **Company (optional)**, **Tax ID (optional)** and the billing address if needed.
3. Set the **Issue date**, **Due date** and **Currency**.
4. Choose the **Payment account**. Only ready accounts are listed.
5. Add a **Memo** if the customer needs context, such as a project name.
6. Under line items, choose **Add line**. Pick a **Product (optional)** or keep **Custom line**, then enter **Description**, **Qty** and **Unit price**.
7. Add a **Discount** or **Tax** if needed. Both are fixed amounts. Spacebrain does not calculate tax for you.
8. Choose **Save draft**.

A draft stays fully editable. Nothing is sent to the customer yet.

### Add a deposit or installments [#add-a-deposit-or-installments]

Use **Payment schedule** when the customer should pay in parts.

1. Choose **Add installment**. The first row is named **Deposit**, the next **Installment 2**, and so on. You can add up to 12.
2. For each row, set a **Label**, **Amount** and **Due date**.
3. Make sure the amounts add up to the invoice total exactly.

Leave the schedule empty to collect the full balance in one checkout.

## Issue and share the invoice [#issue-and-share-the-invoice]

1. Open the saved draft. Check the customer, line items and totals.
2. Choose **Issue & get link**. Confirm in the **Issue invoice?** dialog. After issuing, customer details, dates, amounts and line items are locked.
3. Share the invoice in one of two ways:
   * Choose **Send invoice**, check the **Recipient** and send. The message "Invoice email accepted by the provider. Delivery is not guaranteed yet." means the email left Spacebrain.
   * Or copy the payment link with **Copy** and share it yourself.
4. Use **Download PDF** if you also need a file.

Your customer opens a secure page with the amount due, the due date and a **Pay** button. If there is a schedule, they pay the next installment due.

### What the invoice statuses mean [#what-the-invoice-statuses-mean]

| Status       | Meaning                                                                                  |
| ------------ | ---------------------------------------------------------------------------------------- |
| **Draft**    | Saved but not issued. You can edit or delete it.                                         |
| **Issued**   | Locked and ready to pay, but not yet emailed.                                            |
| **Sent**     | Emailed to the customer.                                                                 |
| **Viewed**   | The customer opened it.                                                                  |
| **Overdue**  | The due date has passed with a balance left.                                             |
| **Paid**     | The provider confirmed full payment.                                                     |
| **Refunded** | Money was returned. See [Transactions and refunds](/payments/transactions-and-refunds/). |
| **Void**     | Cancelled. It can no longer be paid.                                                     |

## Check that you were paid [#check-that-you-were-paid]

Open the invoice. Look at **Paid** and **Balance due** in the totals, the **Payment schedule** and the **Payment history** table. The invoice changes to **Paid** only after the payment provider confirms the payment. A customer reaching a "thank you" page is not enough on its own.

Use **Download receipt** to give the customer a receipt.

## Record a payment you received offline [#record-a-payment-you-received-offline]

If a customer pays by bank transfer, cash or cheque:

1. Open the issued invoice and choose **Record payment**.
2. In **Record offline payment**, pick the method: **Bank transfer**, **Cash**, **Check**, **External card terminal** or **Other**.
3. Set **Received at** and add an **External reference (optional)**, such as the bank reference.
4. Choose **Record payment**.

If you record one by mistake, open the payment in **Transactions** and use **Reverse payment**. The invoice balance reopens.

## Reminders [#reminders]

Each invoice has an **Automatic reminders** switch. It starts with the defaults from **Payments → Settings**. Turn it off on a single invoice if you are handling that customer personally. The invoice also shows **Email history**, so you can see what was sent and whether it failed.

## Use an estimate first [#use-an-estimate-first]

An estimate is a quote the customer can accept or decline before you bill them.

1. Open **Payments → Estimates** and choose **New estimate**.
2. Fill it in like an invoice. Instead of a due date, set **Valid until**.
3. Choose **Issue estimate**, then **Send estimate** or **Copy link**.
4. The customer sees **Accept estimate** and **Decline**.
5. When the status is **Accepted**, choose **Create invoice**. Set the **Invoice due date** and confirm. The customer, items, prices, tax, discount and payment schedule are copied exactly.
6. Open the new draft invoice, check it, then issue it.

An estimate past its **Valid until** date shows **Expired** and can no longer be accepted. Create a new one if the customer still wants to go ahead.

## Worked example: a website project with a deposit [#worked-example-a-website-project-with-a-deposit]

Sam builds websites. A client agrees to a project with half paid up front.

1. Sam sends an estimate with three lines: design, build and launch support.
2. The client chooses **Accept estimate**.
3. Sam chooses **Create invoice** and adds a schedule: **Deposit** due today for half, and **Installment 2** due at launch for the rest.
4. Sam issues the invoice and sends it. The client pays the deposit.
5. The invoice shows the deposit as paid and a balance due for installment 2. Reminders go out before the launch date.

## If something goes wrong [#if-something-goes-wrong]

* **"Before you issue an invoice, add: …"** Complete the listed details in **Payments → Settings**.
* **No payment account to choose.** Finish provider setup. The list only shows ready accounts.
* **Customer paid but the invoice is still open.** Refresh after a minute. Then check **Transactions** for the payment. Do not charge again.
* **Wrong amount on an issued invoice.** You cannot edit an issued invoice. Choose **Void**, then create a new one. Tell the customer to ignore the old link.
* **The email failed.** Check **Email history**, correct the email address and send again, or share the link directly.

## FAQ [#faq]

### Can the customer pay part of an invoice? [#can-the-customer-pay-part-of-an-invoice]

Use a payment schedule to set the parts in advance. Each checkout collects the next amount due.

### Can I change an invoice after I issue it? [#can-i-change-an-invoice-after-i-issue-it]

No. Issued invoices are locked so the customer always sees what you agreed. Void it and create a new one.

### Do estimates collect payment? [#do-estimates-collect-payment]

No. An estimate records the customer's decision. You collect money on the invoice you create from it.

## Next step [#next-step]

[Set up payment links and subscriptions](/payments/payment-links-and-subscriptions/) for repeat or self-serve billing.