How do I send an invoice? – Help Centre

💡 Before sending your first invoice, you’ll need to set up invoicing. Don’t worry, we’ve made this easy for you.

The easiest way to send an invoice is by logging in at Holvi.com and going to Invoicing > New invoice. You can also send invoices from the Holvi app on your mobile device, but we recommend sending your first one on web.

Pro tip: Preview invoices before sending

It’s smart to preview an invoice before sending it to a client, so you know exactly how it’ll look to clients. To preview, scroll to the bottom of the New invoice page and click the Preview button.

Fill in recipient details

Including:

Recipient name	This name can’t be changed after you send an invoice
Company (optional)	Add your client’s company name
Email (optional)	Add your client’s email address

Note: Save as new contact or update existing contact

This box is automatically ticked to save this recipient as a new contact or update an existing contact if you’ve billed this client before. Untick this box if you don’t wish to save new details.

Click the More details box to add more recipient details, including:

E-invoice address (optional)	Add your client’s e-invoice address, if sending your invoice as an e-invoice
E-invoice operator ID (optional)	Add your client’s e-invoice operator ID, if sending your invoice as an e-invoice
VAT ID (optional)	Add your client’s VAT ID, if applicable
Address, city, postal code and country (optional)	Add your client’s address details

Fill in invoice details

Including:

Subject (optional)	Add a subject to your invoice. This appears as a title (the largest text) on your invoice
Issue date	Choose an issue date. This determines when
Payment terms	If you like, you can adjust your payment terms for this invoice only. Set your default payment terms in your invoice settings
Invoice number	Set an invoice number
Invoice language	If you like, you can change your invoice language for this invoice only – for example, if you’re billing a client who speaks another language. Set your default language in your invoice settings

Click the More details box to add more invoice details, including:

Delivery date	This is today’s date by default, but if you supplied the items on this invoice to your recipient during a specific period you can specify the here
Delivery ending date (optional)	You can also specify the end date for when these invoice items were delivered (when your work stopped)
Buyer reference (optional)	Add a buyer reference to help your client process your invoice correctly
Purchase order (optional)	Add a purchase order to help your client to help your client process your invoice correctly
Personal message (optional)	If you like, you can change your personal message for this invoice only. Set your default message in your invoice settings

Fill in invoice items

Including:

Item name	Add a name for the product or service you provided. At Holvi, whenever we refer to items we’re talking about a specific product or service you provide
Item description (optional)	Describe this product or service in more detail. Item descriptions appear directly below the item on your invoice
Category	Assign this invoice item to a bookkeeping category to prep this invoice for bookkeeping. You can choose from an existing category or create a new one by selecting Create new in the dropdown
Quantity	Add the number of items you want to get paid for
Unit	Add the unit type – for example, each, hours, pieces. You can add a custom unit or leave this blank
Price	Add the price of each unit. We’ll multiply this by the quantity to determine the total amount for this invoice

Click Add new line to add more items to this invoice.

Note: Save item(s) to your inventory

Items saved to your inventory can be added to future invoices or to your online store.

Add attachments

You can add up to 3 attachments to your invoice. Attachments will be sent separately (attached to) your actual invoice.

Preview your invoice before sending

Remember to preview an invoice before sending it to a client, so you know exactly how it’ll appear. This helps you spot any mistakes and keep it professional.

To preview an invoice, scroll to the bottom of the New invoice page and click the Preview button.

Choose a sending option

Choose from 3 sending options:

Download as PDF and send yourself
Send as email*
Send as e-invoice

*Note: Invoices sent by email are sent from ‘invoices@holvi.com’ – not from your own email address. To send from your own address, please download as PDF and send yourself.

Or save draft

There’s no need to be shy about billing clients, but you can save your invoice as a draft if you’re not ready to send it yet. Saved drafts can be found on the main Invoicing page. To edit and send a draft, click on it on the Invoicing page, then click Options > Edit in the top right.