Creating & Sending an Invoice

A brokerage wants a proper invoice with a number on it before accounts payable will move. In Spatiko that’s a three-step flow: draft the invoice from the order, check the lines, and issue-and-send. The client gets a PDF and a payment link; you get a numbered receivable that tracks itself.

Creating new invoices needs a paid plan — see the pricing page. Everything already issued stays readable, payable, and closable regardless.

Start from the order

Invoices are created from an order’s Billing card, not from the Invoices list. Open the order and use New invoice:

• For the full order — one invoice covering everything on the order.
• For a deposit… — a share of the total, as a percentage or fixed amount. See deposits and balance invoices.
• For the remaining balance — everything no invoice covers yet.

On an order with several people on it, the menu also asks who the invoice bills — each participant can be the payer of their own invoice. Billing a second payer on one order needs a plan with split billing; see the pricing page.

Edit the draft

A new invoice opens as a draft — no number yet, nothing owed yet, and everything editable. The draft starts from the order’s line items, and you can change the description, quantity, unit amount, and per-line discount on any row, toggle whether a line is taxable, add a custom line, or apply an invoice-level discount.

Two draft tools worth knowing:

• Refresh from order replaces every line with the order’s current items — useful when you’ve changed the order since drafting, but it discards line edits you haven’t saved.
• Delete draft removes it entirely. Drafts have no number, so nothing is left behind.

Tax isn’t typed on the invoice — it comes from the order’s tax setup, including any per-order override.

Issue it

Issuing is the point of no return: the invoice gets a permanent number (like INV-2026-0042), the lines and totals freeze, and the balance starts counting toward your outstanding receivables. Numbers are never reused, so an issued invoice can only be voided or credited — not un-issued.

Issue & send does both steps at once. The dialog shows who’ll be emailed — the invoice’s payer, with any cc or bcc addresses their client record carries — and lets you add a personal message or send to a different address instead.

Un-tick the payer row to issue without sending: the invoice gets its number and counts toward receivables, but nobody is emailed and automatic reminders stay off until you send it. The invoice page shows a banner so an issued-but-unsent invoice never hides from you.

What the client receives

The email carries the invoice PDF and a payment link. Clicking through, the client pays online by card — through whichever card processor you have active — with no account or login needed. If they pay another way, record the payment and the invoice updates the same.

Payments apply to the invoice automatically: the invoice page’s Payments tab lists every payment applied with its amount, method, reference, and date, and the Activity tab keeps the full timeline — drafted, issued, sent, reminded, paid.

Auto-issue on delivery

If you’d rather never think about the send step, switch on Auto-issue invoice on delivery in Settings → Payments: when an order without a download paywall is delivered, its invoice is issued and emailed automatically. It’s off by default, and orders using the pay-to-download gate are skipped — those collect through the download paywall instead.

The same settings area also holds your invoice number prefix and an invoice footer note — payment terms, a thank-you line, or legal text printed at the bottom of every invoice PDF.

Fixing a mistake

• Wrong lines or details, nothing paid yet — Revise. It copies the invoice into an editable draft; issuing the revision voids the original, and both stay linked in a revision chain.
• Billed by mistake, nothing paid yet — Void. The invoice keeps its number for the audit trail, but the debt is cancelled. Permanent.
• Money already moved — issue a credit note instead.

For the full lifecycle — statuses, write-offs, and what each state allows — see how invoices work.

Go deeper

• How invoices work — statuses and lifecycle — draft, open, paid, void, and uncollectible, and what each allows.
• Deposits and balance invoices — split one order’s billing into a deposit now and the balance later.
• Invoice reminders and overdue invoices — the automatic follow-up that starts once an invoice is sent.
• Agents, sellers, and billing contacts — who can be a payer, and what each person sees.
• Business profile, branding and legal documents — the company details and branding printed on every invoice.