Send an invoice

At the end, your invoice is recorded on the project and sent to the client. You start from an open project.

Before you start

• Have the invoice PDF at hand: TAYO.pro generates no documents, it sends the one from your own software.
• The project must still accept an invoice — typically in status Invoices to prepare. Otherwise the + on the Invoices card is greyed out.

Steps

1. In the project, find the Invoices card. On a large screen it is in the middle column; on a narrower screen, open the Details tab first. Click the + at the bottom right of the card.
2. The New invoice panel opens. At the top, choose the type:
   • Final invoice (selected by default): it closes the project’s invoicing;
   • Deposit invoice: a partial invoice, before the final one.
3. If you like, enter the Invoice number from your accounting: letters, digits, -, _ and / only, and it must not already exist.
4. Enter the Amount, VAT included. It is required.
5. Check the Payment method, which is required. It is pre-filled from the company settings. If you choose iban, an iban field appears: it is required.
6. Under Invoice file, add your PDF (one file, 8 MB at most). It is required.
7. If needed, add Appendix files (up to 5: PDF, JPG, PNG or SVG) and a Note — it stays internal, the client does not see it.
8. Click Next at the bottom of the panel. The invoice is saved and the panel moves on to the Message step.
   • Not ready to send yet? Click the arrow to the right of Next, then Send later: the invoice stays a Draft and the panel closes.
9. Read through the Message — pre-filled from a template on the Plus plan, required in every case. Open Email Notifications and click an address to remove it or add it back.
10. Click Send. The bottom of the panel follows the send step by step, then shows Invoice sent and the panel closes.

What happens next

The invoice becomes Sent. A final invoice moves the project to Invoices awaiting payment; a deposit invoice leaves its status as it is. Your message, with the invoice and its appendices, appears in the project’s Client conversation, and the ticked addresses receive an e-mail. On a Tayo project the invoice goes through Tayo to the property manager, with no e-mail.

Client slow to pay? On the invoice’s row, the bell Send an invoice reminder chases them for you: see Invoice reminders.

Good to know

• An invoice kept for later: on its row in the Invoices card, click the paper plane (Send). The panel opens straight on the Message step.
• Correcting an invoice already sent: on its row, click the pencil (Edit) and confirm it goes back to draft, then send it again. The type — final or deposit — can no longer change.
• If on-site jobs are still scheduled, the panel says so at the top (“You still have … scheduled on-site jobs.”).
• On an internal project without client access, TAYO.pro stops after Next with Client Access Required for Sending: the invoice is saved, but nothing is sent.
• Once the final invoice is sent, the Invoices card takes no more invoices: the + gives way to “This project has already been invoiced”. To invoice in several parts, send deposit invoices first — see The deposit invoice.

Further reading: Creating and sending an invoice.