This article covers how to create, customize, and send invoices in Keap™, including adding discounts, deposits, sales tax, and files, accepting online payments, and managing invoices after sending.
Create an Invoice
Invoice changes save automatically as the invoice is built.
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Navigate to Sales, then select Invoices in the left-hand navigation.
The screenshot above shows the Invoices option in the Keap left-hand navigation.
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Select Add, then choose Invoice.
The screenshot above shows the Add button with the Invoice option on the Keap Invoices page.
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Select a contact.
The screenshot above shows the contact selector on the Keap new invoice form.
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Select the Due by date field and choose a due date from the date picker.
The screenshot above shows the Due by date picker in the Keap invoice editor.
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Select Add a line item.
The screenshot above shows the Add a line item button in the Keap invoice editor.
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Select a product or service from the catalog, or create a new one.
The screenshot above shows the line item selector in the Keap invoice editor.
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Edit the price or quantity of the line item as needed.
The screenshot above shows the price and quantity fields in the Keap line item editor.
Note: Keap Pro and Max accounts can add recurring charges to an invoice.
Add a Discount or Request a Deposit
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Select Add a discount or Request deposit.
The screenshot above shows the discount option in the Keap invoice editor.
The screenshot above shows the deposit option in the Keap invoice editor.
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Enter the discount or deposit amount as a percentage or dollar amount.
The screenshot above shows the discount amount field in the Keap invoice editor.
The screenshot above shows the deposit amount field in the Keap invoice editor.
To remove a discount or deposit, select the delete icon next to the amount.
The screenshot above shows the delete option for a discount or deposit in the Keap invoice editor.
Add Sales Tax
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After adding a line item, select + Add sales tax.
The screenshot above shows the Add sales tax button on a Keap invoice line item.
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Select an existing sales tax rate or create a new one.
The screenshot above shows the sales tax selector in the Keap invoice editor.
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Select Save.
The screenshot above shows the Save button on the Keap sales tax configuration.
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The tax rate is applied to the specific line item.
The screenshot above shows a sales tax rate applied to a Keap invoice line item.
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All taxes on the invoice are summarized at the bottom of the invoice.
The screenshot above shows the tax summary at the bottom of the Keap invoice editor.
Accept Online Payments
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Select the Accept credit cards or Accept PayPal toggle to enable or disable each payment method.
The screenshot above shows the Accept credit cards and Accept PayPal toggles in the Keap invoice editor.
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When both payment methods are enabled, the contact can choose which to use when paying the invoice.
The screenshot above shows the credit card payment option on the Keap client-facing invoice.
The screenshot above shows the PayPal payment option on the Keap client-facing invoice.
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When neither payment method is enabled, the contact is given an option to print the invoice.
The screenshot above shows the print option on the Keap client-facing invoice when no payment methods are enabled.
Add Notes and Terms
Notes and terms can be entered in the fields at the bottom of the invoice editor.
The screenshot above shows the Notes and Terms fields at the bottom of the Keap invoice editor.
Attach Files
Attached files are included in the invoice email and saved to the contact record for future reference.
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Select Attach a file.
The screenshot above shows the Attach a file button in the Keap invoice editor.
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Drag and drop the file into the upload area, or select the area to browse the computer for a file.
The screenshot above shows the file attachment upload area in the Keap invoice editor.
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Attached files appear in a list at the bottom of the invoice editor.
The screenshot above shows the attached files list at the bottom of the Keap invoice editor.
Review and Send the Invoice
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Select Next when the invoice is complete.
The screenshot above shows the Next button in the Keap invoice editor.
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Select See invoice preview to review how the invoice appears to the contact.
The screenshot above shows the See invoice preview button on the Keap invoice review screen.
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Choose to send the invoice by email, by text message (Keap Business Line required), or copy a direct link to share with the contact.
The screenshot above shows the delivery method options on the Keap invoice sending screen.
The screenshot above shows the copy link option on the Keap invoice sending screen.
Send the Invoice by Email or Text
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Customize the email or select an email template.
The screenshot above shows the invoice email composer in Keap.
Note: Contact merge fields are not supported in the invoice email or text message.
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Select Send.
The screenshot above shows the Send button on the Keap invoice email composer.
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To send the invoice as an SMS instead, select the Text toggle.
Note: Sending an invoice via SMS requires the Keap Business Line.
The screenshot above shows the SMS delivery option in the Keap invoice sending screen.
Customize the pre-written message as needed and select Send.
More Actions
The More Actions dropdown on an invoice provides the following options:
The screenshot above shows the More Actions dropdown on a Keap invoice.
Preview invoice — Shows how the invoice appears to the contact when opened.
Copy invoice link — Copies a direct URL to the invoice for sharing with the contact.
Add a payment — Manually records a payment against the invoice.
Print invoice — Opens the browser print dialog to print the invoice or save it as a PDF.
Delete — Removes an invoice in Draft or Sent status.
Note: Once an invoice is marked as Paid, the Add a payment and Delete options are no longer available.
View and Search Invoices
All invoices can be viewed and searched from the Invoices tab in the Sales section. Invoices are listed with the most recent first. The invoice list can be searched by invoice number, status, due date, date created, amount, or contact name.
Frequently Asked Questions
What does this article cover?
This article covers how to create, customize, and send invoices in Keap, including adding discounts, deposits, sales tax, files, and notes, accepting online payments, and managing invoices after sending.
Can an invoice be scheduled to send at a future date?
No. Invoice emails cannot be scheduled for future delivery.
Can recurring invoices be scheduled?
No. Scheduled recurring invoices are not supported. For transactions that repeat on a regular schedule, a Recurring Payment can be created instead.
Can an invoice be edited after it has been sent?
Yes. An invoice can be edited after sending. After making edits, the invoice must be re-sent for the contact to receive the updated version.
How are discounts calculated when an invoice has multiple products?
Discounts are distributed across line items using a weighted calculation based on each product's price relative to the invoice total. This ensures each line item receives a proportional share of the discount. Sales taxes are then calculated on the adjusted discounted prices.
Can sales tax be applied to an invoice?
Yes. Sales tax can be added to individual line items. See the Add Sales Tax section of this article for instructions.
How is sales tax calculated on an invoice?
Sales tax is calculated based on the net total of the invoice. When a discount is applied, sales tax is calculated on the discounted total.
Can invoices trigger automation?
Yes. The purchase goal can be used to trigger automation when a credit card payment on an invoice is successfully processed.
Are there fees associated with Keap invoices?
Payments processed through Keap invoices are subject to the merchant transaction fee associated with the connected payment processor.
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