Help Centre

Go to Invoices → Create Invoice. Select or add your client, add line items, apply a tax formula if needed, and click Save. You can preview the invoice before sending it. Once you're happy, click Send to deliver it to your client by email.

The Free plan gives you unlimited invoices with InvoiceCast branding — though only 5 per month can be emailed through InvoiceCast (Copy Link, PDF download, and your own email client remain unlimited) — and does not include quotes. The Pro plan adds unlimited quotes and unlimited email sending, removes InvoiceCast branding from generated invoices, and adds expenses and data export. The Business plan includes everything in Pro plus contractor management and timesheet-based invoicing. See the Pricing page for full details.

No credit card is required to start using InvoiceCast. You can use the Free plan indefinitely. If you upgrade to Pro or Business plans, credit card might be required and a 14-day free trial is included — no payment is taken until the trial ends.

Creating a draft invoice allows you to prepare an invoice without sending it to the client. Finalizing a draft invoice locks it, making it ready to be sent or marked as paid. Once finalized, the invoice content is locked to maintain the legal record.

Make sure you have marked your invoice/quote as sent after finalizing a draft invoice/quote.

Once an invoice has been sent, its content is locked to protect the legal record. The sender and recipient details are captured as a snapshot at the time of sending. If you need to make corrections, you can mark the original invoice as void and create a new one.

Yes, you can delete any invoice in draft status. Sent invoices cannot be deleted to preserve the legal record. If you need to remove a sent invoice, you can mark it as void instead.

The Free plan uses a standard template with InvoiceCast branding. Pro and Business plans allow you to choose one of the available templates, color scheme and use your company logo directly on the invoice edit page

Free plan invoices include a small "Powered by InvoiceCast" footer. This is removed automatically when you upgrade to a Pro or Business plan. No configuration is needed — the footer is based on your current plan at the time the PDF is generated.

Invoice numbers are assigned automatically in sequential order per account (INV-0001, INV-0002, and so on). Numbers are never reused, even if an invoice is deleted. You cannot manually set or change an invoice number.

Open the invoice and click Mark as Paid. You can optionally enter the payment date. Paid invoices appear in your dashboard totals and are excluded from the outstanding balance.

No. If you delivered the invoice outside of InvoiceCast, you can simply mark it as sent without actually sending an email. Open the invoice, click Mark as Sent, and confirm. This updates the invoice status and allows you to keep accurate records without sending an email to your client.

Open the invoice and check the Email Delivery status. If it shows Delivered, the email was successfully delivered to your client. If it shows Failed, there may be an issue with the email address — verify that it's correct in the client record. If you need to resend the invoice, you can do so from the invoice details page.

First, check the invoice's Email Delivery status. If it shows Delivered, ask your client to check their spam or junk folder. If it shows Failed or Bounced, there may be an issue with the email address — verify that it's correct in the client record. If you need to resend the invoice, you can do so from the invoice details page.

Update the client's email address under Clients, then open the invoice and click Resend Invoice. Because the previous attempt failed, InvoiceCast automatically sends this resend to the corrected address instead of the one that bounced — you don't need to do anything else. If the invoice was already delivered successfully to the original address, changing the client's email afterward won't redirect a future resend; in that case, void the invoice and create a new one with the correct details.

Open the invoice and click Resend Invoice. You can add an optional message to include in the email body. This is useful if you want to follow up with your client or provide additional context.

A quote (also called an estimate) is a non-binding price proposal you send to a client before work begins. Quotes do not create a payment obligation. Once a client accepts a quote, you can convert it to an invoice with one click. Quotes are available on Pro and Business plans.

A recurring invoice is a saved invoice blueprint plus a schedule. On each occurrence, InvoiceCast automatically generates a brand-new invoice from the blueprint. Recurring invoices are available on the Pro and Business plans.

Go to Recurring → New schedule. Pick the client, add your line items and tax formula, choose a frequency (weekly, monthly, quarterly, or yearly) and a start date, and decide whether each invoice should be auto-sent or left as a draft. Save, and the schedule takes over from there.

With auto-send off (the default), each occurrence is created as a draft so you can review and send it yourself. With auto-send on, InvoiceCast finalizes the invoice and emails it to the client automatically. If an auto-send ever fails — for example, the client email is invalid — the invoice is kept as a draft and you are notified, so nothing is silently dropped.

Every generated invoice is a standalone document: it gets its own sequential invoice number, its own sender and recipient snapshot, and a due date based on your default payment terms. Taxes are recalculated at the moment each invoice is generated, using the current tax formula and the invoice's issue date — so a rate change mid-schedule is always reflected correctly.

Yes. You can pause and resume a schedule at any time, and edit its blueprint or cadence. Edits apply to future occurrences only — invoices already generated are never changed. Deleting a schedule stops future invoices but keeps everything it has already produced. The first-invoice date is fixed once a schedule is created.

If generating an invoice would exceed your plan's limits, that occurrence is skipped and retried automatically on the next cycle, and you are notified. If your plan no longer includes recurring invoices (for example after a downgrade), or if the schedule's client is removed, the schedule is paused and you are notified; you can resume it once the situation is resolved.

It can do two separate things, and you control each one. First, it emails you a daily summary of what is due soon and what is late — that is on by default on every plan and goes only to you and your account's admins. Second, it can email your client directly about an unpaid invoice. That one is off until you switch it on, and no client is ever emailed automatically until you do.

Go to Settings → Reminders and switch on "Send automatic reminders to my clients". You can also enable just the reminders before the due date or just the ones after it. Reminders go out under your name, with your email address for replies, so a client who replies reaches you and not InvoiceCast.

On the standard schedule: three days and one day before the due date, then one, three and seven days after it, with the wording getting firmer as the invoice ages. Reminders are only ever sent between 8am and 6pm in your account's timezone, so a client is never emailed overnight, and never more than one reminder per invoice per day.

Up to 2 per invoice on the Free plan and up to 5 on Pro and Business, counted across the whole life of that invoice — a reminder you send by hand counts against the same total. Reminders stop as soon as the invoice is paid or cancelled, and a part-payment is reflected too: the next reminder asks for the balance still owing, not the original total.

On Pro and Business, yes. You can pick your own dates — up to five, anywhere from 30 days before the due date to 90 days after — set the tone of each one, and add your own block of text for payment instructions or a note about the work. The Free plan uses the standard schedule. If you downgrade, your custom schedule is kept rather than deleted; it simply stops being applied until you upgrade again.

Open that invoice and choose "Stop reminders". It stops every automatic reminder for that one invoice straight away and leaves your other invoices alone. Reminders are part of the transaction rather than marketing, so they carry no unsubscribe link of their own — this is the control that stands in for one, and it is the right way to honour that request.

No. The clock starts the moment you switch reminders on: any reminder date that has already passed is skipped rather than sent late. If a date is missed after that, InvoiceCast sends at most one catch-up reminder per invoice instead of one for every date that went by.

Yes. Open the invoice and use "Send a reminder" — you can preview the exact email first. A manual reminder counts against the same per-invoice total, and it takes the place of that day's automatic reminder, so your client never receives two on the same day.

The account owner and any admins, each in their own language. Regular members do not receive it. It is only sent on days when something is actually outstanding, and you can switch it off in Settings → Reminders.

Yes. Go to Clients → Import and upload a CSV file with your client data. Download the template from the same page to see the required format. You can map columns from your file to the correct fields before confirming the import.

Open the client record and choose Delete from the actions menu. Clients with existing invoices can still be deleted — your invoices are preserved and their snapshot (the client details captured at invoice creation) remains intact.

Yes. Client names are not required to be unique. Use the client notes or company name fields to distinguish between them.

It is a list of the work you bill for, saved once and reused. Each item holds a name, an optional longer description, a unit price, a unit (hour, day, item, and so on), and a default quantity. When you write an invoice you pick an item instead of retyping it. The catalog is available on every plan — only the number of items you can save differs: 5 on Free, 500 on Pro, and unlimited on Business, subject to fair use.

Go to Catalog → New item, fill in the name and price, and save. You can also create one without leaving an invoice: in the invoice editor, open the item picker on a line and choose "Save a new item". It is added to your catalog and inserted into that line in one step.

No, and this is deliberate. Picking a catalog item copies its details onto the invoice line — it does not link to it. Once the line exists, it belongs to that invoice. Editing the price, renaming the item, deactivating it, or deleting it outright has no effect on any invoice, quote, or recurring schedule that already used it. New prices apply the next time you pick the item.

Yes. Everything the item fills in — description, quantity, and price — is an ordinary invoice line you can edit freely afterwards. Your edits stay on the invoice and never travel back to the saved item.

Yes. Names are not required to be unique. If you save an item whose name matches one you already have, InvoiceCast shows a note so you can tell it was not a slip — but it will not stop you. Use the description to tell similar items apart.

Not currently. Tax is applied to the invoice as a whole, using the tax formula you select on the invoice — line items do not carry their own tax setting. If you bill a mix of taxable and exempt work, you have two options: put the taxable and exempt items on separate invoices, each with the right formula; or, on Pro and Business, create a custom 0% tax formula and use it for invoices that are entirely exempt. Per-line tax exemptions are on our list, but they are a change to the tax engine rather than to the catalog.

Nothing is deleted. If you drop below your new plan's item limit you keep every saved item, and you can still edit them and use them on invoices. Only adding new items is blocked until you are back under the limit — either by deleting some items or by upgrading again.

Deactivating hides an item from the picker while you write invoices, but keeps it in your catalog so you can bring it back later — useful for seasonal work or a service you have paused. Deleting removes it from your catalog entirely. Neither one touches invoices that already used the item. Note that inactive items still count toward your plan's item limit.

Not yet. Items are added one at a time for now. CSV import and export for the catalog are planned.

InvoiceCast includes pre-built formulas for all Canadian provinces and territories (GST, HST, QST, PST) and US states (sales tax). These are updated annually. You can find them under Tax Formulas in the sidebar.

Yes, on the Pro and Business plans. Go to Tax Formulas → Create. You can define single-rate taxes or compound taxes (tax applied on top of another tax, such as QST applied on GST). Custom formulas appear alongside system formulas when creating an invoice.

Nothing. When an invoice is created, the tax breakdown is captured as a snapshot and stored with the invoice. Changing or deleting a tax formula does not affect any previously created invoices.

Go to Expenses → Add Expense. Enter the amount, category, date, and an optional description or vendor name. Expenses can be filtered by date range and exported with your invoices. Expenses are available on Pro and Business plans.

Yes. Go to Expenses → Import and upload a CSV file. Download the import template to see the expected column format. Imported expenses behave identically to manually entered ones.

When a business adds you as a contractor, they do not appear as a client in your Clients list. This is by design — your contractor relationship (timesheets, auto-generated invoices) and your own independent invoicing (your clients, your invoices) are kept completely separate. Invoices generated from approved timesheets are handled automatically and do not require a client record. If you want to send the business an independent invoice outside the timesheet flow, you can manually add the business as a client from your Clients page.

Go to My Timesheets → Create Timesheet. Select the period, add your time entries, and click Submit. Your business client will be notified and can approve or request changes.

When a business approves a timesheet, an invoice is generated automatically based on the approved hours and rate. Both you and the business receive a copy. The invoice cannot be edited — it reflects the approved timesheet exactly.

Go to Timesheets in the Team section. Open the submitted timesheet and click Approve. You can also request changes with a note, which returns the timesheet to the contractor for revision.

A business holds one trading identity: a name, logo, address, tax numbers, invoice numbering and default payment terms. Every account has one from the day it is created. Free accounts keep one, Pro accounts up to two, and Business accounts up to three. Add or edit them under Settings → Businesses.

No. Invoice, client, saved-item and user limits are counted across your whole account, however many businesses it holds. A Pro account with two businesses gets 500 saved services or products in total, not 500 each. What a second business gives you is a separate identity on the documents, not a second allowance.

The one shown in the switcher at the top of the screen. It sets the From block, the tax numbers, the payment terms and the invoice number, and it is remembered between sessions, so you stay in the business you last worked in. You can change it on a draft; the draft keeps its number in the business that issued it and takes a fresh number in the new one.

Yes. Numbering runs per business, with its own prefix, so two businesses can both have an INV-0001 without clashing. A number is never reused, even if the invoice is deleted.

Yes. Everyone on the account sees and can use every business — access is not separated per business. Keep that in mind before adding a business whose records the rest of your team should not see.

Archive it, from Settings → Businesses. Its invoices, quotes and expenses stay exactly as they are — they still open, export, email and get marked paid — but nothing new can be issued from it. Archived businesses do not count against your plan limit, and you can reactivate one at any time. A business that has never issued a document can be deleted outright.

Nothing is deleted. If your new plan allows fewer businesses than you have, the extras are archived — your default is always kept — and we email you to say which. Their records stay readable and exportable, and upgrading again lets you reactivate them.

They are shared across the account, and each can name a business. On a client, that is a hint: clients tied to the business you are invoicing from are offered first in the picker. On a contractor, it decides more — the business you name is the one billed on the invoice their approved timesheet generates, and its payment terms set that invoice's due date.

Go to Settings → Profile. You can select your preferred language (English or French) from the Language field. The language applies to the interface and to any invoices and emails generated from your account.

Go to Settings → Account → Delete Account. After confirming, your account is placed in a 30-day grace period during which you can still log in and cancel the deletion. After 30 days, your personal data is permanently removed. Invoices and financial records are retained for 7 years as required by tax law, but all identifying information is removed.

Yes, within the 30-day grace period. Log in and go to Settings → Account to cancel the deletion request.

Go to Settings → Billing → Upgrade Plan. Select the plan you want and enter your payment details. Upgrades take effect immediately and you are billed pro-rata for the remainder of the current billing period.

You retain access to your current plan features until the end of the billing period you have already paid for. After that, your account moves to the Free plan. Your data is not deleted — only the plan changes.

Yes. Payment processing is handled by Stripe. InvoiceCast does not store your full card number or CVV — only a payment method token provided by Stripe.

Open Invoices, Clients, or Expenses and click Export. Choose a date range, pick the exact columns you want, and download as CSV or Excel (XLSX). You can start from a preset — including QuickBooks, Xero, and Wave layouts — or build your own column selection. Paid plans can export any period; the Free plan can export the last 30 days.

Yes. When you export invoices, quotes, clients, contractors, or expenses, you can select exactly which columns to include and reorder them using a preset. Presets such as QuickBooks, Xero, and Wave give you a ready-made column layout for popular accounting software; choose "All columns" to include everything, or build a custom selection. Column selection applies to CSV and Excel files (the PDF summary is an aggregate report).

Yes. Go to Settings → Export Data to download a full export of your account data in JSON format. The export includes your invoices, clients, expenses, saved services and products, and account information. Exports are available on the Pro and Business plans.

Yes. All personally identifiable information — including client names, addresses, and contact details — is encrypted at rest using application-level encryption. Invoices and financial records are stored in an encrypted database.

Only you can access your data. InvoiceCast staff do not access your account data except in limited, documented cases required for support or legal compliance. See our Privacy Policy for full details.