InvestGlass offers two types of Invoices - simple invoices and repeating invoices.

Simple invoice

1. Overview of the Invoice Screen

When you click Edit Invoice (or “New Invoice”), you’re presented with a form where you can define the details of the invoice—who it’s for, the due date, currency, line items, etc. The bottom of the screen displays a running total, including taxes and discounts, helping you confirm accuracy before saving.

2. Key Fields Explained

1. Portfolio

   • Select which Portfolio this invoice is associated with.
   • Helps link the invoice directly to a client’s portfolio or account within InvestGlass.

2. Relations

   • Optionally choose a related contact or entity (e.g., a specific client, vendor, or partner) for additional clarity.

3. Contracts

   • If relevant, link an existing contract or agreement to this invoice.
   • Useful for referencing the terms or scope of work that justifies the billable items.

4. Invoice Number

   • A unique identifier (e.g., “AB10000.0”) for internal tracking or external references.
   • Typically follows a numbering sequence for auditing and organisational purposes.

5. Invoice Type

   • E.g., “Accounts Payable,” “Accounts Receivable,” or custom categories.
   • Ensures your accounting system correctly classifies the invoice.

6. Invoice Status

   • Common statuses: Draft, Issued, Paid, etc.
   • Keep this updated to reflect the invoice’s real-time status in your workflow.

7. Due Date & Planned Payment Date

   • Due Date: The final date by which the payment should be received.
   • Planned Payment Date: If you already anticipate when the invoice will be settled, record it here.

8. Expected Payment Date

   • Another optional field for forecasting cash flow.
   • Allows you to differentiate between the official due date and a more realistic payment date.

9. Currency

   • Choose the currency (e.g., USD, EUR, CHF) in which you’ll bill your client.
   • The invoice totals will be displayed accordingly.

10. URL Link

    • An optional link field—for example, you might include a link to payment instructions, a contract, or a reference page.

11. Remarks

    • An optional field to add any special notes, instructions, or disclaimers about the invoice.

3. Line Items

Under the Items section, you will list each product or service that makes up the invoice total:

1. Description

   • Enter a brief description of what you’re billing for (e.g., “Management Fee – June 2023,” “Adjust Cash,” “Consulting Hours”).

2. Quantity

   • How many units or hours of the service/product?
   • Example: 1 for a single fee, 10 for 10 work hours, etc.

3. Unit Price

   • The per-unit cost (e.g., CHF100 per hour of consulting).
   • The system will multiply Quantity × Unit Price to get a line item total.

4. Discount %

   • If you’re offering a discount, enter the percentage here (e.g., 10% off).
   • The invoice will automatically adjust the line item subtotal.

5. Tax Rate

   • Input the tax percentage that applies (e.g., 7%, 20%, etc.).
   • The system calculates the amount of tax based on the line item subtotal (after any discount).

6. Amount

   • Automatically calculated as (Quantity × Unit Price) – Discount + Tax.
   • If needed, you can manually adjust this figure, but typically it’s auto-computed.

7. Add

   • Press Add to create additional line items.
   • You can list multiple fees, products, or adjustments in one invoice.

4. Subtotal, Tax, and Total

• Subtotal: The sum of all line items before tax (and after any discounts).
• Total Tax: Aggregated tax value across all items.
• TOTAL: Final amount owed, inclusive of taxes and discounts.

5. Saving & Updating

1. Save

   • Click Save to store or update the invoice details.
   • Depending on your workflow, the invoice can remain in Draft or be changed to an Issued status once reviewed.

2. Tracking Payments

   • After sending the invoice, update its Invoice Status (e.g., “Paid”) or add the actual Payment Date once the client has settled the balance.

3. Reporting

   • In InvestGlass, you can filter or export invoices based on status, date, or portfolio. This gives you a consolidated view of accounting, analysis, and compliance checks.
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Repeating invoices

1. How to Create a Repeating Invoice

1. Go to Invoices

   • From your InvestGlass main menu, navigate to Billing (or Invoices, depending on your settings).

2. Click “New Repeating Invoice”

   • You’ll see a form similar to the screenshot, with fields to define your recurring billing details.

3. Frequency & Dates

   • Repeat this transaction every: Choose the frequency (e.g., every “1 Month,” “2 Weeks,” or custom intervals).
   • Invoice Date: The date the invoice is generated or considered “issued.”
   • Due Date: When you expect payment for each invoice cycle.
   • End Date: Optional—set this if your recurring billing has a specific cutoff (e.g., a 12‑month contract).

4. Contacts & Contracts

   • Contacts: Select the client or entity to bill.
   • Contracts: (Optional) Link a pre‑existing contract that outlines these recurring payments.

5. Invoice Details

   • Invoice Type: Typically “Accounts Receivable” for money owed to you, but can also be “Accounts Payable” if you’re tracking a recurring expense.
   • Invoice Status: Defaults to “Draft.” Later, you can mark it as “Issued” or “Paid.”
   • Invoice Number: A unique identifier. Some organisations follow a specific numbering format (e.g., INV‑2024‑001).
   • Expected/Planned Payment Date: (Optional) For forecasting cash flow.
   • Currency: Choose the invoice currency (e.g., AED, USD, EUR).

6. Remarks

   • Add any custom notes (e.g., instructions, reference links, or disclaimers).

7. Line Items

   • Description: What are you billing for (e.g., “Monthly Management Fee”)?
   • Quantity: How many units or hours.
   • Unit Price: Cost per unit.
   • Discount %: If there’s a discount (optional).
   • Tax Rate: VAT, GST, or relevant tax percentage.
   • Amount: Automatically calculates as (Quantity × Unit Price) − Discounts + Taxes.
   • click “Add” to include multiple items in the same invoice.

8. Save

   • Once satisfied, click Save. InvestGlass will schedule these invoices to repeat automatically at the set interval.

2. Managing & Tracking Repeating Invoices

• Invoice List View: In the Invoices section, you’ll see both one‑off and recurring invoices. Recurring invoices often have an extra label or icon to differentiate them.
• Editing Future Invoices: If pricing or details change, update the repeating invoice template, and upcoming invoices will reflect the changes.
• Notifications: Configure email or in‑platform notifications to remind you (and/or the client) that a recurring invoice has been generated.
• Status Changes: Mark each generated invoice as Issued, Paid, or Overdue once you track payments.

InvestGlass is designed to simplify your client management, from sales pipelines to portfolio reporting—and Repeating Invoices is another way to save you time. Automating recurring billing reduces manual effort, avoids invoice errors, and keeps your cash flow on track.

Whether you’re billing a monthly retainer fee or tracking a long‑term contract, InvestGlass brings together CRM, PMS, invoicing, and marketing automation under one roof—helping financial professionals and businesses focus on growth, not administrative overhead.