InvoiceQuickly questions and answers

InvoiceQuickly is a web app for creating and sending invoices, estimates and credit notes, mainly for freelancers and small service businesses. You describe a finished job in a sentence or a short voice recording, it fills in an invoice draft, and you check and save it. Then you download the PDF or, on Pro, email it with a payment link and turn on scheduled payment reminders.

It fills the same fields you would type: the client, line items with quantities and rates, issue and due dates, and notes or terms you mentioned. It does not pick tax rates for your country, send anything, or write free text straight into a PDF. If something is missing or wrong, you change it in the editor before saving.

Yes. The manual editor is the same form the AI fills, and starting from a blank invoice does not use one of the 3 free AI drafts. On Free the limit that applies is the 5-invoice total; on Pro both are unlimited.

The recording is sent to OpenAI for transcription and the transcript becomes your prompt. InvoiceQuickly does not save the audio file, and its usage logs deliberately record that a transcription happened, not what you said. Typing is always available if you prefer not to use the microphone.

Not a one-off invoice. Sending without a click happens only in two cases you control on Pro: a recurring schedule where you switched auto-send on, and reminders for invoices you already sent. Both are processed when InvoiceQuickly's scheduled automation runs, or when an owner or admin presses the run button on the Recurring page. Recurring invoices are created as drafts by default.

Businesses that need bookkeeping, bank feeds or financial reports; anyone who must show several tax rates or a printed VAT number on each invoice; and companies in countries that require structured e-invoices. The section after the questions lists every area that is not available.

They count over the life of the account, not per month. Free allows 5 documents, 5 clients and 3 AI drafts in total. A cancelled invoice still counts, because invoices cannot be deleted. When you reach a limit, your existing invoices stay available and you can still download their PDFs and record payments.

No. The Free plan is the way to try InvoiceQuickly on real work, with no card and no time limit. Pro checkout accepts promotion codes if you have one.

If you cancel, or a renewal payment fails and the subscription lapses, the account returns to Free limits. Your invoices, clients and settings stay in the account. Cancellation details and the plan list are on the pricing page; billing terms are in the terms of service.

Through Stripe in US dollars, managed from the billing page in your account, where you can update the card or cancel.

No. Each invoice has one tax percentage and one discount percentage. Tax is calculated on the subtotal after discount and added on top. Example: $2,000 of work with a 5% discount and 13% tax gives $1,900 taxable, $247 tax and a $2,147 total. Separate rates per line, tax-inclusive prices and compound taxes are not supported. The rate is saved with two decimals, so 6.625% prints as 6.63%.

Not automatically. You can store your business tax ID and each client's tax ID, but the PDF does not print them today. If your invoices must show a tax number, type it into the invoice notes or terms. The regional invoicing resources explain what different countries require.

The editor offers USD, EUR, GBP, CAD, AUD, INR and PKR. Each invoice uses one currency, and there is no exchange-rate conversion. The PDF uses US-style number and date formatting in English.

Yes. Invoice numbers use a prefix and a 4-digit counter, such as INV-0118. In settings you can change the prefix and raise the next number to continue from your old system. The counter cannot be lowered, which prevents duplicate numbers. Estimates use EST- and credit notes CN- from the same counter.

Only drafts can be edited, and invoices cannot be deleted. A sent invoice with no payments can be cancelled. Once any payment is recorded it cannot be cancelled; on Pro you can issue a credit note against it to reduce what the client owes.

Any way you agree with them. On every plan you record payments yourself (bank transfer, card, cash, check or other) and the invoice tracks the remaining balance. On Pro you can also connect your own Stripe or PayPal account and add a link that charges the balance due on Stripe's or PayPal's own payment page. The invoice PDF shows the invoice total, not payments received or the remaining balance.

Straight to your Stripe or PayPal account. InvoiceQuickly is not a payment processor: it never receives card numbers and never holds funds. It stores the encrypted API keys you enter and the reference for each payment. Stripe or PayPal fees apply under your own agreement with them.

Card payments do: when Stripe confirms a completed, paid checkout, the payment is recorded and the invoice becomes paid once the balance is covered. Payment methods that settle days later, such as some bank debits, may not be recorded automatically, so check your Stripe dashboard and record those by hand if needed.

For Stripe payments, an owner or admin can issue the refund from InvoiceQuickly and it is sent through Stripe. For PayPal payments, make the refund in PayPal and then record it in InvoiceQuickly, which cannot send PayPal refunds itself.

Not as built-in features. There is no deposit or retainer flow and no automatic late-fee line. You can send a separate invoice for a deposit, and the late fee calculator works out an amount you can add as a line item.

On Pro, InvoiceQuickly sends scheduled reminders before and after the due date, with a cap on how many go to each invoice. You can change the reminder settings or switch reminders off. Reminders are sent when InvoiceQuickly's scheduled automation runs, or when an owner or admin presses the run button on the Recurring page, so there is no fixed send time. A reminder needs an email address for the client.

On Pro, a schedule bills one line item to one client weekly, monthly, quarterly or yearly, with 30-day terms and no tax or discount; there is no custom interval such as every two months, and a schedule can't be edited after you create it. Each new invoice is created as a draft for you to review, unless you turn on auto-send for that schedule. Schedules are processed when the scheduled automation runs, or from the run button on the Recurring page. More on recurring invoices.

Yes, on Pro. The estimate appears in the client's private portal, where they accept or reject it, and an accepted estimate converts into an invoice in one step. See estimates.

Every plan can download each invoice as a PDF. Pro adds a CSV export of your invoices with status, client, currency, subtotal and tax columns. There is no one-click export of the whole account; for a complete copy, email privacy@invoicequickly.com.

There is no delete button in the app. Email privacy@invoicequickly.com to request deletion of your account and its data. Note that invoices themselves cannot be deleted individually.

Yes. Free has 1 seat and Pro has 5. Roles are owner, admin, member and viewer: members can create invoices, viewers can only look, and only the owner manages billing. Invites are sent by email and expire after 7 days.

Not today, and neither is single sign-on. Sign-in is by email and password, with a minimum of 8 characters. The security and data handling page explains what is protected and what is not claimed.

No. Each account has one business profile, with one name, logo and set of invoice numbers.