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Your First Invoice ​

This tutorial walks through creating your first invoice in FoxCLM using the new-invoice wizard. In three steps you'll set up the header, pull in sessions from your calendar as line items, and configure currency and tax. Takes about 5 minutes.

Prerequisites: at least one session in Occurred status for one client (see Your First Session) and a client record.

1. Open the Invoices page ​

Click Invoices in the sidebar (under BILLING).

Invoices list

The Invoices page shows every invoice with:

  • # - invoice number
  • Date / Due - issued and due dates
  • Client(s) - who the invoice is for
  • Total - amount and currency
  • Status - your custom status (e.g. "Approved")
  • Workflow - the workflow state badge (draft, sent, paid, overdue, cancelled)
  • Actions - contextual buttons per invoice: Send, Submit for Approval, Edit, Designer, Clone, Share, Delete

Click + New Invoice at the top right to start.

2. Step 1 - Details ​

The wizard opens with the Details step:

Step 1: Details (empty)

Fill in:

  • Invoice # - unique identifier. Use your own numbering scheme (e.g. INV-2026-100, 2026-001, or any text).
  • Order # - optional reference to a PO or external order number.
  • Invoice Date - defaults to today. Change if the invoice is backdated.
  • Due Date - when payment is expected. 30 days is typical.
  • Status - optional; pick from your configured invoice statuses if you have any set up.
  • Notes - text shown to the client on the invoice.
  • Terms & Conditions - cancellation policy, late fees, legal language.
  • Show payment link on shared invoice - tick this if you want clients to pay online via the share link.

Step 1: Details (filled)

Click Next to continue.

3. Step 2 - Events (optional auto-fill) ​

The Events step lets you pull sessions from the calendar into the invoice as line items automatically:

Step 2: Events

How it works:

  1. Select one or more Clients from the list.
  2. Pick a From and To date range.
  3. Choose the Status to filter by (defaults to Occurred - sessions that actually happened).
  4. Click Search.

FoxCLM finds every matching session and counts them ("Found 37 occurred events" in the example above). When you save the invoice, each session becomes a line item with its date, duration, fee, and any attached fees expanded.

If you want to invoice without pulling sessions (e.g. a manual retainer bill), skip this step - just click Next without selecting anything.

4. Step 3 - Settings ​

The final step sets global invoice parameters:

Step 3: Settings

  • Currency - 3-letter code: USD, EUR, GBP, MYR, CNY, etc. This controls what symbol appears and which Stripe payment methods are available (see Payments for the currency-method matrix).
  • Discount Type - None, Fixed amount, or Percentage. Applied to the invoice total.
  • Tax - None, or pick from your configured tax types (set up in Settings -> Tax Types).
  • Apply Saved Discount - if you have predefined discount rules (e.g. "10% loyalty discount"), pick one here.

Click Save when you're ready.

5. What happens next ​

After saving, FoxCLM:

  1. Creates the invoice in Draft status.
  2. Generates line items from the sessions you selected in Step 2 (if any).
  3. Attaches the clients you picked so the invoice has recipients on file.
  4. Returns you to the Invoices list with the new invoice at the top.

From the list, use the action buttons to:

  • Edit - open the full editor to add or modify line items manually
  • Designer - customise the visual layout (fonts, colours, branding)
  • Send - email the invoice to the linked clients
  • Submit for Approval - route to an admin for sign-off (if you've enabled Invoice Approval Lock)
  • Share - generate a public URL for the client to view and pay
  • Clone - duplicate as a starting point for a similar invoice
  • Delete - soft-delete (recoverable from Recycle Bin)

Tips ​

  • Set a default currency in your Business Profile so you don't have to change it every time.
  • Use invoice number prefixes with the year (e.g. INV-2026-) to keep them sortable.
  • Tick "Show payment link" for clients you want paying online; leave off for in-person payments.
  • Clone similar invoices rather than filling the wizard from scratch every time.

What's next ​

FoxCLM Documentation