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January 8, 2021

Invoicing Clients in Liquid

Here’s how to invoice your clients in Liquid to get paid faster in 170+ countries worldwide.

Invoicing Clients in Liquid

Liquid News Finance and Accounting Freelancer Tips International Payments

Liquid makes it easy to invoice your clients. When you’re done reading this, you’ll know how to:

Before we get started, please note that once an invoice has been sent it cannot be canceled or retracted. Once an invoice has been sent, you will have to ask your Client to reject the invoice and you can create a new invoice.

Create an Invoice in Liquid from a Project 

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Start by logging into Liquid.

  1. Once you are logged in, go to Projects on the left side.
  2. Select your active Project.
  3. At the top of the Project, click on Here are actions you can take for this project.
  4. If you have an hourly deliverable, you must enter hours into the time tracker. If your deliverable(s) are not hourly, then entering hours in the time tracker is optional.
  5. When you have completed time tracking, press the + Invoice button. If you have not added your bank account to Liquid, you will be prompted to enter your US bank account information or international bank account information.
  6. A draft invoice will be generated based on the agreed-to terms of the Project and the hours you have tracked. If you have hit your maximum hours cap for the deliverable, your additional hours tracked will not be added to the Invoice. 
  7. If your deliverable(s) are based on a daily, weekly, monthly, or quarterly rate, you will be required to enter in the number of days/weeks/months/quarters you worked for this Invoice.
  8. If needed, you can add additional line items to account for additional pre-agreed expenses, or you can delete the auto-generated line items and create your own. 
    1. Note that using the auto-generated line items will allow the system to mark your Invoice as matching your Project / Work Order. If you have added additional items or deleted the auto-generated items and recreated them, your Invoice may be marked with a warning that the Invoice does not match or cannot be matched. This warning will not prevent you from sending your Invoice, nor will it prevent your Clients from paying your Invoice.
  9. If you’d like, you can also enter Invoice Notes and/or an Invoice Footer. 
  10. You can then save the draft Invoice by pressing Save Draft or send it to your Client by pressing Send.
    1. If you save it as a Draft, you can still edit the Invoice or send it when you’re ready.  Just go to Invoices on the left side of the screen, find your Draft invoice in the table, and click on it. 
    2. At the top of the Invoice, click on Here are actions you can take for this invoice.
    3. Click the Edit or Send button.
    4. You can then make any necessary edits and then re-save as a draft or send it to your Client for approval and payment.
    5. Once an invoice has been sent it cannot be canceled or retracted. Once an invoice has been sent, you will have to ask your Client to reject the invoice and you can create a new invoice.

Once the Invoice has been sent to your Client, then your Client can pay your Invoice or schedule a future payment. Once paid by your Client, your payment should arrive within 2-5 business days.

Create Invoice in Liquid from Invoices Page

Start by logging into Liquid.

  1. Once you are logged in, go to Invoices on the left side.
  2. Press the + Invoice button. If you have not added your bank account to Liquid, you will be prompted to enter your US bank account information or international bank account information.
  3. You will be prompted to select a Client. If you don’t see your Client on the list, you may create the invoice without it.
  4. Then you will be prompted to select a Project. If you don’t have an active Project with that Client, you will be prompted to Create Project. You will also be able to create an invoice without a Project by clicking Create the invoice without it.
  5. Once you have selected an active Project, you will be asked if you would like to track time for this project. Be sure to select Yes if you’d like to enter some hours into the Time Tracker before you submit your Invoice.
    1. If you select Yes, you will be automatically navigated to that Project, with the Here are actions you can take for this project section automatically expanded.
      1. If you have an hourly deliverable, you must enter hours into the time tracker. If your deliverable(s) are not hourly, then entering hours in the time tracker is optional.
      2. When you have completed time tracking, press the + Invoice button.
    2. If you select No, you will automatically be brought to the draft invoice step.
  6. A draft invoice will be generated based on the agreed-to terms of the Project and the hours you have tracked. If you have hit your maximum hours cap for the deliverable, your additional hours tracked will not be added to the Invoice.
  7. If your deliverable(s) are based on a daily, weekly, monthly, or quarterly rate, you will be required to enter in the number of days/weeks/months/quarters you worked for this Invoice.
  8. If needed, you can add additional line items to account for additional pre-agreed expenses, or you can delete the auto-generated line items and create your own. 
    1. Note that using the auto-generated line items will allow the system to mark your Invoice as matching your Project / Work Order. If you have added additional items or deleted the auto-generated items and recreated them, your Invoice may be marked with a warning that the Invoice does not match or cannot be matched. This warning will not prevent you from sending your Invoice, nor will it prevent your Clients from paying your Invoice.
  9. If you’d like, you can also enter Invoice Notes and/or an Invoice Footer. 
  10. You can then save the draft Invoice by pressing Save Draft or send it to your Client by pressing Send.
    1. If you save it as a Draft, you can still edit the Invoice or send it when you’re ready.  Just go to Invoices on the left side of the screen, find your Draft invoice in the table, and click on it. 
    2. At the top of the Invoice, click on Here are actions you can take for this invoice.
    3. Click the Edit or Send button.
    4. You can then make any necessary edits and then re-save as a draft or send to your Client for approval and payment.
    5. Once an invoice has been sent it cannot be canceled or retracted. Once an invoice has been sent, you will have to ask your Client to reject the invoice and you can create a new invoice.

If you are creating an invoice associated with a Project, we recommend that you create the invoice directly from Projects. Once the Invoice has been sent to your Client, then your Client can pay your Invoice or schedule a future payment. Once paid by your Client, your payment should arrive within 2-5 business days.

Upload Invoice in Liquid 

If you would rather upload and send an invoice file you have already created, you can click on Upload on the bottom left of the draft invoice. The draft invoice will then be discarded (you will have to confirm discarding the invoice), and then you will be navigated to a window to help you upload your Invoice. 

In this new window, start by uploading the file (acceptable file types are PDF, DOC, DOCX, or image files with a maximum size of 32MB). If you are uploading an Invoice for an existing Client on Liquid, your name, Client Name, and payment terms will be pre-populated and are not editable in this window. If you are uploading an Invoice for a Client not on Liquid, your name will be pre-populated and you must enter the name of your Client and your Client email address as well as Notes for your client.

Then, enter the Invoice total (total amount of invoice) and edit the Invoice Number to match your uploaded Invoice. An invoice number will be pre-populated, but you should adjust this manually to match your invoice’s actual invoice number.

In addition, you can also add a due date, an Invoice Period of Performance Start date, and an Invoice Period of Performance End Date. These fields are optional when sending an invoice to an existing Client using Liquid, but are required when sending an invoice via email (typically to a Client who is not a Liquid user).

When you have completed those fields, press Submit Invoice to complete the Invoice upload. The invoice will then be sent to your Client, who can then pay the invoice or schedule a future payment. Once paid by your Client, your payment should arrive within 2-5 business days.

Create Invoices Without Project via Invoices Page

While we highly recommend creating Invoices from Projects, you can invoice your clients without Projects. We recommend you ask your Client for approval to send invoices this way before doing so.

Start by logging into Liquid.

  1. Once you are logged in, go to Invoices on the left side.
  2. Press the + Invoice button. If you have not added your bank account to Liquid, you will be prompted to enter your US bank account information or international bank account information.
  3. You will be prompted to select a Client. If you don’t see your Client on the list, you may create the invoice without it.
  4. Then you will be prompted to select a Project. Clicking Create the invoice without it to get a blank invoice creation form with your name and your Client’s name pre-filled. In addition, the payment terms will be pre-filled. Contact your Client if you’d like to modify payment terms, as the Client will need to make that change. If you want to Upload an Invoice without a Project, press the Upload button at the bottom left.
  5. Make sure to add a Description, Quantity, Units, and the Unit Price. Each total line item will be calculated automatically.
  6. Add additional line items as appropriate. The total invoice amount will be calculated automatically.
  7. If desired, add Invoice Notes and/or an Invoice Footer. When sending invoices without Projects, it’s good practice to add detailed information about the Invoice in the Notes section.
  8. Note that by creating your Invoice this way, it will be marked with a warning that the Invoice cannot be matched. This warning will not prevent you from sending your Invoice, nor will it prevent your Clients from paying your Invoice.
  9. You can then save the draft Invoice by pressing Save Draft or send it to your Client by pressing Send.
    1. If you save it as a Draft, you can still edit the Invoice or send it when you’re ready.  Just go to Invoices on the left side of the screen, find your Draft invoice in the table, and click on it. 
    2. At the top of the Invoice, click on Here are actions you can take for this invoice.
    3. Click the Edit or Send button.
    4. You can then make any necessary edits and then re-save as a draft or send to your Client for approval and payment.
    5. Once an invoice has been sent it cannot be canceled or retracted. Once an invoice has been sent, you will have to ask your Client to reject the invoice and you can create a new invoice.

Again, while we highly recommend creating Invoices from Projects, you can invoice your clients without Projects if that is your preference. Once the Invoice has been sent to your Client, then your Client can pay your Invoice or schedule a future payment. Once paid by your Client, your payment should arrive within 2-5 business days.

Send Invoices to Client not on Liquid via Invoices Page

In addition to invoicing your existing Clients on Liquid, you can also send Invoices to your Clients who don’t use Liquid. They won’t have to create an account and you’ll receive your payment in 2-5 business days as you always do. Your clients will pay a flat fee of either $3 per domestic invoice or $8 per international invoice to complete the payment. Liquid never charges any fees to the Vendor to get paid.

Start by logging into Liquid.

  1. Once you are logged in, go to Invoices on the left side.
  2. Press the + Invoice button. If you have not added your bank account to Liquid, you will be prompted to enter your US bank account information or international bank account information.
  3. You will be prompted to select a Client. Press Create invoice to send via email.
  4. Then you get a blank invoice creation form with your name pre-filled. The Invoice number is also pre-filled but is editable.
  5. If you want to Upload an Invoice, press the Upload button at the bottom left.
  6. Be sure to enter your Client Name, Client email address, and due date.
  7. In addition, add an Invoice Period of Performance Start date, and an Invoice Period of Performance End Date.
  8. Make sure to add a Description, Quantity, Units, and the Unit Price. Each total line item will be calculated automatically.
  9. Add additional line items as appropriate. The total invoice amount will be calculated automatically.
  10. If desired, add Invoice Notes and/or an Invoice Footer. When sending invoices without Projects, it’s good practice to add detailed information about the Invoice in the Notes section.
  11. Next, add an Email Message to Client before you press Send. This field is required and will be included in the email sent to your Client.
  12. You can then save the draft Invoice by pressing Save Draft or send it to your Client by pressing Send.
    1. If you save it as a Draft, you can still edit the Invoice or send it when you’re ready.  Just go to Invoices on the left side of the screen, find your Draft invoice in the table, and click on it. 
    2. At the top of the Invoice, click on Here are actions you can take for this invoice.
    3. Click the Edit or Send button.
    4. You can then make any necessary edits and then re-save as a draft or send to your Client for approval and payment.
    5. Once an invoice has been sent it cannot be canceled or retracted. Once an invoice has been sent, you will have to ask your Client to reject the invoice and you can create a new invoice.

Once the Invoice has been sent to your Client, then your Client can pay your Invoice. Once paid by your Client, your payment should arrive within 2-5 business days. If you are sending the invoice via Liquid but receiving payments outside of Liquid, you can manually mark the invoice as paid outside of Liquid.

Invoicing in Foreign Currencies

To send Invoices in select foreign currencies, review this post about invoicing in foreign currencies.

Need help with invoicing in Liquid? Use the chat to reach out to us anytime!

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Category: Liquid News Finance and Accounting Freelancer Tips International Payments

Updated: May 3, 2021

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