Documentation

Documentation

Comprehensive guides and API documentation to help you get the most out of Invoice My Clients.

How to

Find the task, follow the steps

Every section below is a job you do in the app, with the steps in order and a link to the full feature page. Sign in at app.invoicemyclients.com to follow along.

Open the app

Invoices

Create, send, and get an invoice paid

The invoice editor handles line items, tax, discounts, and the payment link. Recurring and scheduled invoices run on their own once set up.

Recurring invoices feature
  1. 01Open Invoices and choose New invoice. Pick a client, add line items, and set the due date. Totals, tax, and discounts calculate as you type.
  2. 02Choose Send to email the invoice with a secure payment link, or download the PDF to deliver it yourself.
  3. 03When a client pays online the invoice marks itself paid. For cash, cheque, or bank transfer, open the invoice and choose Record payment.
  4. 04To bill the same client on a schedule, open the invoice and choose Make recurring. Set the interval and the end date, and each cycle sends on its own.
  5. 05To send later, choose Schedule send instead of Send and pick a date and time. The invoice stays a draft until then.
DiscountsShipping and handlingE-invoicing

Clients

Add clients one at a time or import a list

Clients carry their own billing address, currency, and payment terms, so a new invoice starts with the right defaults.

Client import feature
  1. 01Open Clients and choose New client. Enter the name, billing email, and address. Set a default currency and payment terms if they differ from your own.
  2. 02To bring in an existing list, choose Import and upload a CSV. Match your columns to name, email, phone, and address, review the preview, and confirm.
  3. 03Every client has a portal link where they can see their open and paid invoices. Copy it from the client page and share it, or let the invoice email carry it.
  4. 04Archive a client you no longer bill instead of deleting them. Their invoice history stays intact for your records.

Payments

Connect Stripe and accept online payments

Online payments run through Stripe. Funds settle to your bank account and the invoice updates automatically when the client pays.

Payments feature
  1. 01Open Settings, then Payments, and choose Connect Stripe. Complete the Stripe onboarding with your business and bank details. Existing Stripe accounts can be linked directly.
  2. 02Once connected, every invoice you send carries a payment link. Clients can pay by card, ACH bank transfer, Apple Pay, or Google Pay, depending on what Stripe supports in their region.
  3. 03To allow instalments, enable Partial payments on the invoice. Each payment records against the balance and the invoice closes when it reaches zero.
  4. 04Clients who pay by card can save it for next time. With a saved card on file you can turn on auto-pay for recurring invoices, and each cycle charges on the due date.
  5. 05Invoice My Clients does not add a markup. You pay only the standard Stripe processing fee on each payment.
Automated collections

Time tracking

Track hours and turn them into an invoice

Timers, projects, and billable rates live in the same app as your invoices, so unbilled time never has to be re-typed.

Time tracking feature
  1. 01Open Time and start a timer, or add a manual entry with a start and end. Assign it to a client and a project so the rate applies automatically.
  2. 02Create a project per engagement under Time, then Projects. Set the billable rate once and every entry on that project inherits it.
  3. 03When you are ready to bill, open the client or project and choose Invoice unbilled time. Entries group into line items by project or by day, and you can edit them before sending.
  4. 04On Professional and above, connect Google Calendar, Outlook, or an iCal feed under Settings, then Calendar sync, to turn meetings into time entries with one click.
Reports

Proposals

Send a proposal, collect a signature, convert to invoice

Proposals combine a scope, a pricing table, and an e-signature. An accepted proposal becomes the invoice with the same line items.

Proposals feature
  1. 01Open Proposals and choose New proposal. Pick the client, write the scope in sections, and add a pricing table with quantities and rates.
  2. 02Choose Send. The client receives a secure link, reviews the proposal, and signs it electronically. You are notified the moment it is viewed and when it is accepted.
  3. 03To send at a set time, choose Schedule send. If your team needs sign-off first, submit it for approval before it goes out.
  4. 04Once accepted, choose Convert to invoice. The pricing table carries over line by line, and the signed proposal stays attached for reference.
Purchase orders

AI assistant

Bill by chat or by voice

The assistant works on your real data: it can draft and send invoices, look up clients, bill unbilled hours, and run reports. Every plan includes a monthly message allowance.

AI assistant feature
  1. 01Open the assistant from the sidebar and describe what you need, for example "invoice Acme for 12 hours at 150". It confirms the details before anything is sent.
  2. 02Switch to voice mode to talk instead of type. It listens, speaks back, and pauses for your confirmation on any action that sends or changes something.
  3. 03Ask for a revenue, aging, or payment report and it answers with the numbers and a chart you can open in Reports.
  4. 04To use the same tools from Claude, an IDE, or another MCP client, generate an API key under Settings, then Integrations, and connect it to the Invoice My Clients MCP server.
Voice invoicingMCP server

Settings

Business profile, numbering, tax, and branding

Settings shape every invoice you send. Set them once and the editor uses them as defaults.

Tax feature
  1. 01Under Business profile, enter your legal name, address, and contact details. They print on every invoice and proposal.
  2. 02Under Invoice settings, choose the numbering format and the next number, the default payment terms, and the default currency.
  3. 03Under Tax, add the rates you charge with a name and a percentage. Mark a rate as default and it applies to new line items automatically.
  4. 04Under Branding, upload your logo and pick a brand color. Paid plans also remove the "Powered by" line from client-facing pages and emails.
  5. 05Under Language, switch the app and your client-facing documents between English and Spanish.

Purchase orders

Create, approve, receive, and match a purchase order

Purchase orders are on Business and above. A PO records what a client agreed to buy from you; matching then checks every invoice you raise against that PO and, in three-way mode, against what was actually received, so nothing is over-billed.

Purchase orders feature
  1. 01Open Settings, then Purchase Orders, and turn on Enable Purchase Orders. Set the PO numbering (prefix, padding, yearly reset) and, under Matching & Enforcement, the default matching mode (None, 2-Way, or 3-Way) and the default tolerance as a percentage and an absolute amount. Zero means an exact match is required.
  2. 02Open Purchase orders and choose New PO. Pick the client, add the lines with quantity and unit price, choose the matching mode for this PO, and save. A PO starts as Draft and becomes Open once it has a total; the list shows Total, Invoiced, and Remaining for each one.
  3. 03To approve, open the PO, switch to the Activity tab, and add approvers by name and email (with an optional role such as AP Manager). Each approver marks the PO Approved or Rejected with a comment, and the PO carries the overall approval status. Approval is a record for your audit trail; it does not block invoicing.
  4. 04When goods or services are delivered, open the Receipts tab and choose New Receipt. Enter a receipt number and the quantity received per line, then Save Receipt. Partial receipts are fine; the Lines tab shows Received against ordered.
  5. 05To bill against the PO, choose Create Invoice on the PO. A draft invoice is pre-filled from the remaining lines. Matching runs automatically every time an invoice linked to the PO is saved: two-way compares quantity, unit price, and amount to the PO lines; three-way also requires the invoiced quantity to be within the received quantity. The result shows as Matched, Partially matched, Over-billed, or Unmatched on the Lines and Invoices tabs and in the invoice header.
  6. 06Optional: under Matching & Enforcement, turn on No PO, No Pay. Set the amount above which a PO is required and choose Warn (banner, send allowed) or Block (send prevented). Close a PO when it is fully invoiced; Cancel one that will not proceed; Reopen if needed.
Proposals

E-invoicing

Send an invoice over Peppol or DBNA

E-invoicing is on Business and above. Instead of a PDF attachment, a structured invoice is delivered into the buyer's accounting system over the Peppol network (EU, UK, Australia, New Zealand, Singapore) or the DBNA network (United States) through our access point partner, Storecove. Use it when a client, a public body, or a national mandate requires e-invoices.

E-invoicing feature
  1. 01Open Settings, then Integrations, and find E-Invoicing (Peppol + DBNA) under Productivity. Enter your company name, address, country, and tax or VAT number, plus your Peppol Participant ID (scheme and identifier, for example 0208:0123456789) and, for the US network, your DBNA Participant ID (EIN, DUNS, or GLN). Choose Set Up E-Invoicing; registration on the network is handled for you, with no developer account needed. A sandbox toggle lets you test first.
  2. 02On each client that will receive e-invoices, open the client record and enter their Peppol Participant ID (Buyer) or DBNA Participant ID (Buyer). The field validates the format as you type.
  3. 03Create the invoice as usual with complete line items, tax rates, and currency; the network validates the document before it is delivered.
  4. 04In the invoice actions sidebar, the E-Invoice card shows the network it will use. Choose Send E-Invoice. The status moves through Pending, Sent, and Delivered, or Failed with the reason; choose Re-send after a fix. You can still email the PDF or download it alongside.
  5. 05When it applies: suppliers to EU public bodies, businesses in countries with e-invoicing mandates, and any client whose accounts payable team accepts Peppol or DBNA. For clients without a network identifier, email with a payment link remains the normal path.
Physical mail

Physical mail

Mail a printed invoice, first-class, standard, or certified

Physical mail is on Professional and above. The invoice is printed and posted for you through our mail partner, with delivery tracking on the invoice, so a client who ignores email or a matter that needs a paper trail still gets a formal, dated letter.

Physical mail feature
  1. 01Make sure your own business address is complete under Settings, then Business; it prints as the sender. Give the client a full postal address under Clients.
  2. 02Open the invoice and choose Send by mail in the actions sidebar (or Send by Mail from the row menu on the invoice list). The recipient address is verified as the drawer opens: Verified, Corrected with a suggested fix you can accept, or Undeliverable, which still lets you send with a warning.
  3. 03Pick the mail type: USPS First-Class (3 to 5 days, $2.49), USPS Standard (5 to 14 days, $1.49), or Certified Mail (3 to 5 days, signature required, $12.99). Optional add-ons are a return envelope ($1.49) and color printing ($0.99); letters over six pages add $0.25 per page. The itemized cost and total show before you confirm, and are billed on top of your plan.
  4. 04Confirm with Send by Mail. The Physical mail card on the invoice then tracks the piece: Pending, Processing, In transit, In local area, Delivered, or Returned, with the last-mailed date and any error. Choose Mail again for a repeat notice.
  5. 05Use Certified for balances that may end in a dispute or small claims: the signature requirement and the delivery record on the invoice are your evidence that the notice arrived.
Automated collections

Collections

Turn on the engine, set the limits, handle the escalations

Automated collections is on Professional and above. Once enabled it watches every sent invoice with a balance, sends AI-written reminders over email and SMS on a fixed ladder, pauses when a payment fails or a dispute is opened, and routes only the cases that need a person to your escalation queue.

Automated collections feature
  1. 01Open Settings, then Collections, and turn on Enable automated collections (it is off by default). Choose whether to stop chasing after a partial payment and whether disputes should be escalated to you, then choose Save settings.
  2. 02Set the limits: Max reminders per invoice (default 5) and the Auto-send confidence from 0 to 1 (default 0.7). Each reminder is drafted by the assistant; when its confidence is below the threshold the message is not sent but placed in your queue for approval instead.
  3. 03Set quiet hours as a start and end hour in UTC, or leave them blank to allow sending at any time. Reminders scheduled inside quiet hours are moved to the next allowed time.
  4. 04The cadence is fixed, counted from the due date: a friendly email on day 1, a firm email on day 7, a firm SMS on day 14, and a final email on day 30, after which the invoice is escalated. An invoice is chased only while it is sent, unpaid, and not mid auto-pay; turning the engine off pauses every active campaign.
  5. 05Work the escalation queue under Collections, then Escalations (the header badge shows the count). Each case is tagged Dispute, Repeated payment failure, Needs review, Final notice, or Chargeback, and shows the balance, days overdue, reminders sent, and the suggested message. Choose Approve & send, Mark resolved, or Dismiss, or refer it to a collections partner if you have one connected.
  6. 06Disputes and chargebacks arrive from the payment provider automatically: the case opens in the queue and the invoice's reminders pause until you resolve it. The AR dashboard shows DSO, aging, and what is still outstanding.
AR dashboardConcierge collections

API and MCP

Create an API key, use the REST API, webhooks, and the MCP server

API and MCP access is on Business and above. One key works for the REST API and for the hosted MCP server that gives Claude, an IDE, or your own agent the assistant's tools; webhooks push events to your systems as they happen.

API feature
  1. 01Open Settings, then Developer, and under API Keys enter a name and generate the key. It is shown once, with a copy button, and masked afterwards (imc_live_...). Store it in a secret manager; revoke it from the same page if it leaks. Keys carry full access for your account, and key creation is limited to five per minute.
  2. 02Find the REST base URL under Settings, then Integrations, on the Automation & Workflows card (copy button), and the reference under Settings, then Developer, then API Documentation. Send requests over HTTPS with Authorization: Bearer imc_live_your_key. Resources today: GET and POST /v1/invoices, GET and POST /v1/clients, and GET, POST, and PATCH /v1/remittance-advice with a /send action, filtered with since, status, and limit (default 50, maximum 100). JSON in and out.
  3. 03Under Settings, then Integrations, then Webhooks, add an endpoint URL, pick the events or subscribe to all, and use Test and View logs to check deliveries. Events cover invoice (created, updated, sent, viewed, voided, overdue, and more), payment (initiated, succeeded, failed, recorded), client (created, updated), remittance (created, sent, acknowledged), and recurring (scheduled, canceled).
  4. 04Verify each webhook: the request carries X-Webhook-Event, X-Webhook-Timestamp, and X-Webhook-Signature, an HMAC-SHA256 of "timestamp.body" using your endpoint secret. Respond within 10 seconds; failed deliveries retry after 5 and then 25 seconds.
  5. 05For the MCP server, use OAuth sign-in when your client supports it. Add https://mcp.invoicemyclients.com/mcp as a streamable HTTP server; the client discovers OAuth, opens Invoice My Clients in the browser, and receives a short-lived token after you sign in. No API key is copied.
  6. 06If your MCP client does not support OAuth yet, use the legacy bearer-key setup. Generate an API key under Settings, then Developer, then API Keys, and send Authorization: Bearer imc_live_your_key. Ready-made snippets for Claude Desktop, Claude Code, and other clients are under Settings, then Developer, then MCP Server. In Claude Code: claude mcp add --transport http invoicemyclients https://mcp.invoicemyclients.com/mcp --header "Authorization: Bearer YOUR_KEY". The server exposes OAuth scopes for read, write, send, credit-check, and admin tools, and still enforces all account ownership and confirmation safeguards.
  7. 07Zapier and Make connect through the REST API and webhooks today (beta, no native app listing yet). Enterprise accounts can add an X-Persona-Id header to act as one of their personas.
MCP serverIntegrations

Remittance advice

Send a remittance advice link and collect the acknowledgement

A remittance advice tells the client exactly which invoices a payment covered. It lives at a public /ra/ link the client can open without signing in and acknowledge, which closes the loop without a reconciliation email thread.

Remittance advice feature
  1. 01Create one in any of three ways: when you mark invoices paid, tick the option to also record a remittance advice for the selected invoices; from a client page choose Create Remittance Advice and fill in the RA number, payment date, method, reference, total, notes, and the amount applied to each selected invoice; or let a Stripe batch payment generate one automatically, linked from the payment drawer.
  2. 02Open the advice. It shows the RA number and status (Draft, Sent, or Acknowledged), the payment date, method, and reference, the total remitted, an Applied Invoices table with invoice total, applied amount, and outstanding balance, and your notes. Print or Download PDF from the same page.
  3. 03Choose Email to Client. The client receives the /ra/ link by email (and by SMS if they have a phone number on file), you receive a confirmation copy, and the status moves to Sent.
  4. 04The client opens the link and chooses Acknowledge Receipt. The status becomes Acknowledged, and the remittance.acknowledged webhook fires if you subscribe to it. The advice stays attached to the payment and the invoices it covers.
  5. 05Remittance advices are also available over the REST API (GET, POST, and PATCH /v1/remittance-advice, plus /send), so an accounts payable system can create and send them without opening the app.
Payments

AI credit packs

Buy AI credits when the monthly allowance runs out

Every plan includes a monthly allowance of AI messages: 20 on Free, 150 on Starter, 750 on Professional, and 2,500 on Business. Busy months can top up with prepaid credit packs; credits never expire.

AI assistant feature
  1. 01A message is one completed request to the assistant, typed or spoken. Everything the assistant does inside that request, such as looking up a client, drafting an invoice, and sending it, counts once. Your usage for the current cycle shows in the assistant panel and under Settings, then AI Assistant.
  2. 02When the allowance is spent, the assistant stops until the next billing cycle unless you hold credits. The message you see at that point offers Buy credits and Upgrade plan.
  3. 03To buy, open Settings, then AI Assistant, and scroll to AI message credits. Pick a pack of 100, 500, or 2,000 messages; the price per message is shown and depends on the model class your plan runs on (Sonnet 5 on Free and Starter, Opus 5 on Professional and above). Buy opens Stripe Checkout and you return to the same page with the balance updated.
  4. 04Credits are drawn only after the monthly allowance is gone, and unused credits carry forward with no expiry date. Upgrading raises the monthly allowance and keeps any credits you already hold.
Plans and AI allowances

Deductions

Log expenses and scan receipts with OCR

Deductions is the expense log. Every plan can add deductions by hand; Professional and Business add receipt scanning with an included monthly allowance, so a photo of a receipt becomes a categorised entry.

Deductions feature
  1. 01Open Deductions. To log by hand, use Add Deduction Manually: description, amount, vendor, date, and notes, with a category such as Office Supplies, Travel, Meals, Utilities, Professional Services, Marketing, Equipment, or Other. Choose Add Deduction.
  2. 02To scan, drop a JPG, PNG, GIF, or PDF onto Scan Receipt or click to browse, then choose Process Receipt. OCR extracts the description, amount, vendor, and date, and places the full transcribed text in the notes for you to check before saving.
  3. 03The chip beside Scan Receipt shows the allowance: 50 included scans a month on Professional and 250 on Business, with scans used so far. Scans beyond the allowance are billed per scan (about $0.25 to $0.50) on top of your plan; Free and Starter see an Upgrade link instead.
  4. 04Search by description, vendor, or note, filter by category and date range, and read the Spending Breakdown, Category Breakdown, and Total Spending panels. Each row is marked Manual or Scanned.
Reports

Guides and articles

Longer reads on invoicing, cash flow, and getting paid

Practical guides written for freelancers, agencies, and small finance teams. Each one stands on its own.

Legal & policy documents

These official resources define permitted use of the platform and how we respond to abuse:

Privacy PolicyTerms of ServiceAcceptable Use PolicySecurity

Still stuck?

Answers and a human when you need one

The help center covers the most common questions. For anything else, support answers email within one business day.

Visit the help centerContact support