1. One-time setup (Settings tab)

1. Enter your Company name and Remit-to address. The remit-to address appears on every invoice as the place customers send payment.
2. Click Save settings.
3. Optionally upload an Invoice logo. It appears in the header of every invoice. Without a logo, the PDF shows your company name instead. Use Remove logo to go back to the text header.

Logos can be PNG, JPG, GIF, or WebP files up to 4 MB.

2. Add a customer (Customers tab)

1. Click New customer.
2. Fill in Name, Company, Contact email, Bill-to address, Billing email, and Hourly rate (USD). Name and hourly rate are required.
3. Click Save customer.

The list shows a Ready or Needs details badge for each customer. A customer is ready to bill only when both a bill-to address and a billing email are filled in. Click any customer to edit it.

3. Add a project (Projects tab)

1. Click New project.
2. Choose the Customer. If the customer doesn't exist yet, click + New customer to add one without leaving the form. It is selected automatically when saved.
3. Enter the Project name, Owner, and Start date. The End date is optional.
4. Click Save project.

A project is shown as Active if it has started and has no end date or an end date that hasn't passed.

4. Create and edit an invoice

1. On the Projects tab, click New invoice next to the project. A draft is created and opened on the Invoices tab.
2. For each line, enter the Item (it defaults to "Consulting Services"), the Work accomplished, and the Hours. The amount is calculated from the customer's hourly rate.
3. Use + Add line for more lines, or ✕ to remove one.
4. Add an optional Memo.
5. Click Save draft to keep working later.

The invoice number is "INV" followed by a number, for example INV42. Payment terms are "Due upon receipt."

Use View PDF at any time to see the current invoice.

5. Review, approve, and send

1. In a draft, click Review & approve. This saves your changes and opens the review window.
2. Check the Billing rate shown in the banner at the top, along with the total and customer. Look over the PDF preview below it.
3. Click Approve & send, or Cancel to go back.

On approval:

• The hourly rate and line items are locked. Approved invoices can no longer be edited.
• The issue date is set to today.
• The customer is emailed at their billing email with the PDF attached. The email is sent from hello@suiteresources.com, and a copy is blind-copied to that address.

Approval will not go through if the customer lacks a bill-to address or billing email, or if the invoice has no lines. The message explains what is missing, so fix the customer record and try again.

6. Void and reissue an invoice

• To correct an approved invoice, open it and click Void invoice. The record stays in the list, marked void. Voided invoices show no balance and can't receive payments.
• On a voided invoice, click Reissue as new draft. This creates a new draft with the same lines and memo, linked back to the voided invoice. Edit it and approve it as usual. The new draft gets a new invoice number.

7. Record a payment (Payments tab)

1. Click Record payment.
2. Choose the Customer, Date, Amount, and Method (Check, ACH, Wire, Credit card, or Cash). Add a Reference such as a check number if you like.
3. Under Apply to invoices, enter how much of the payment goes to each of the customer's open approved invoices.
4. Click Record payment.

You can apply one payment across several invoices. If you leave Amount blank, it is set to the total you applied.

The payment is rejected if:

• the applied amounts add up to more than the payment amount;
• an amount is larger than an invoice's remaining balance;
• no invoice has an amount applied. The Invoices list shows each approved invoice's total, balance, and payment status: unpaid, partial, or paid. Once an invoice has payments, its PDF also shows the amount paid and the balance due.