Invoices
VINSI now includes a full invoicing module built directly into the CRM, so you can create, send, and track invoices without leaving your workflow. From line items and tax rules to payment collection, everything is connected to your contacts, companies, and deals in one place.
Created May 18, 2026
Adding Invoices
A detailed guide on adding invoices to the CRM.
New Invoice
Clicking + Add Invoice opens the draft invoice workspace. The form is divided into several sections:
Organization Details
Fill in your organization's name, phone, email, and address. You can also upload or replace your organization logo, which will appear on the invoice.
Invoice Details
- Document Type — choose between Invoice or Quote
- Invoice No — auto-generated (e.g. INV-2026-3922), editable if needed
- Issue Date and Due Date — set when the invoice is issued and when payment is due
- Payment Method — select from: Credit Card, ACH, Check, Cash, Bank Transfer, or Wire Transfer
- Client — link to a Company or Contact by searching by name or email
- Client Email — the email address the invoice will be sent to
Billing & Shipping Address
Enter the client's billing address (Full Name, Company, Street, City, State, Postal Code, and Tax Number). The shipping address defaults to Same as billing — uncheck to enter a separate destination.
Line Items
Click + Add Item to add billable items. Each line item has a Type toggle (Product or Service), a dropdown to select from your catalog, Qty, Rate / hour, Tax %, and a calculated Amount. A details field below each item lets you add a description.
Payment Details & Totals
At the bottom, set the Payment Method, Shipping Charge, and Discount. The Notes field holds payment terms that will appear on the invoice (e.g. due within 14 days, accepted payment methods).
The Totals panel on the right updates in real time, showing Sub Total, Tax, Total, and Total Due.
When ready, use Save Draft to save without sending, Save Invoice to finalize, Download Invoice to export as a PDF, or Print to print directly.
Import Invoice Beta
Click Import Invoice to upload an existing invoice as a PDF. Supported formats include QuickBooks, Stripe, Xero, Zoho, and generic PDFs. After uploading, you can review and edit the extracted data before the invoice is created.
PDF import is a secondary workflow — manual invoice creation is still the primary path.
Invoices Management
Below is a detailed guide on how to use the core tools for creating, viewing, and managing invoices across your CRM. These stats appear on the invoice list page of the invoice management page.
Overview
The Invoices overview is your billing dashboard. At the top, four stat cards summarize your financial position at a glance:
- Invoices Sent — total value of all invoices sent in the current view
- Paid Invoices — total value of payments received
- Outstanding — total balance still owed across open invoices
- Cancelled — total value of voided or cancelled invoices
Below the stat cards, two widgets sit side by side:
- Payment Activity — A monthly chart comparing income versus expenses over time.
- Click Reports to go to the revenue reports section.
- Catalog Mix — Shows how many active Products and Services are available as billable items.
- Click Catalog to go to the product list page.
AI Analysis: This panel provides beta insights powered by VINSI AI. It surfaces outstanding balances, overdue invoice counts, failed payments, and active tax rules — along with clients flagged for follow-up. Click Run Analysis to refresh the insights.
Recent Invoices: This panel lists your latest invoices with client, date, status, and total. Recent Transactions shows the most recent financial activity. Use View all or Open to navigate to the full lists.
Invoice List
A full list of all invoices in your CRM. Use the search bar to find invoices by invoice number, client, email, or status. Filter the list using the status tabs: All, Quotes, Paid, Outstanding, Overdue, Draft, and Cancelled.
Use + Add Invoice to create a new invoice, or Import Invoice (Beta) to bulk-import invoice records.
New Invoice
See Adding Invoices — New Invoice section above.
Invoice Details
Open any invoice to view its full details — line items, totals, payment history, and linked CRM records. From the detail view you can edit the invoice, record a payment, send a reminder, or download the invoice as a PDF.
Money Movement
Track and reconcile all financial activity tied to your invoices.
Payments
View all payments recorded against invoices. Each payment entry shows the amount, date, method, and which invoice it was applied to. Payments can be logged manually or imported from a connected payment processor.
Adding a Payment
Click Add Payment to open the payment form. Fill in the following fields:
- Invoice — select the invoice this payment applies to
- Member — the team member recording the payment
- Date — the date the payment was received
- Payment Type — Credit Card, ACH, Check, Cash, Bank Transfer, or Wire Transfer
- Payment Details — a reference number, authorization code, or note
- Amount — the payment amount
- Status — set to Pending, or update once confirmed
Transactions
A ledger-style log of every financial transaction in the system — including invoice charges, payments received, refunds, and adjustments. Use this view to audit activity and reconcile with your accounting records.
New Transaction
Click New Transaction to manually record a transaction or upload a receipt. Fill in the following fields:
- Description — a note describing the transaction
- Credit / Debit — select the transaction type:
- Credit – Payment — money received against an invoice
- Credit – Invoice — revenue recorded from an issued invoice
- Debit – Refund — money returned to a client
- Debit – Expense — an outgoing expense
- Amount — the transaction value
- Source — where the transaction originated (e.g. Manual, Wire, POS, Venmo, etc.)
- Date — the date of the transaction
- Status — Paid, Pending, Failed, or Refunded
- Attachment — optionally upload a receipt or supporting document
The Pay Now button on this form is used to save and record the transaction — it does not initiate a live payment.
Taxes
Configure tax rate templates that can be applied to invoice line items. Saved taxes appear in the Tax % dropdown when adding line items to an invoice.
Add Tax
Click Add Tax to create a new tax rate. Fill in the following fields:
- Tax Name — a label for the tax (e.g. Sales Tax, VAT)
- Country — the country this tax applies to
- Region — the state or region, or leave as (any) to apply broadly
- Tax Rate (%) — the percentage rate to apply
- Applies To — which items this tax applies to (e.g. All, Products, Services)
- Enabled — toggle to activate or deactivate the tax rule
Catalog
Manage the products and services available to add as line items on invoices.
Product List
Browse all products and services in your catalog. Each item shows its name, description, unit price, and tax classification. The product list is what populates the line item picker when creating or editing an invoice.
Add Product
Click Add Product to add a new item to your catalog. Set the product name, description, unit price, and default tax rate. Once saved, it becomes immediately available as a line item on any invoice.
Reports
Analyze invoicing performance and revenue trends over time.
Revenue Reports
The Revenue Reports page gives you a financial summary of your invoicing activity. At the top, four stat cards provide a quick snapshot:
- Total Revenue — total value of all invoices booked
- Collected — payment summary of what has been received
- Outstanding — total balance still owed across open invoices
- Catalog Items — count of active products and services in your catalog
Below the stat cards, two panels sit side by side:
- Sales Report — a chart comparing invoice amounts against collected payments over time, giving you a clear view of your revenue vs. collection gap
- Payment Summary — breaks down revenue by item classification, showing separate totals for Products and Services
At the bottom, the Expenses Report lists recent activity affecting invoicing, with columns for Recent, Date, Type, Status, and Amount.