Frequently Asked Questions

An estimate is a quote you send before doing the work — it shows the client what you plan to charge. It doesn't have an invoice number and isn't a demand for payment.

An invoice is a bill for work you've already done. It has a unique invoice number, a due date, and tells the client how to pay you.

You can convert any estimate into an invoice with one click — just open the estimate and click "Convert to Invoice".

Most sole traders and small businesses don't need to charge VAT. In the UK, you only must register for VAT if your turnover exceeds £90,000 in a rolling 12-month period.

If you're not VAT registered:

• Set the VAT Rate to 0% when creating invoices
• Don't include a VAT number on your invoices

If you are VAT registered, set the rate to 20% (standard rate) and add your VAT number in Account Settings.

⚠ This is general guidance, not legal advice. Speak to an accountant if you're unsure.

Your bank details aren't set up yet. Clients need your sort code and account number to pay via bank transfer.

Fix it in 30 seconds:

1. Go to Account Settings
2. Scroll to Bank Details
3. Fill in your Bank Name, Sort Code, and Account Number
4. Click Save Settings

Once saved, every invoice will automatically show your payment details at the bottom.

Email sending is a Pro feature (one-time "pay what you want" upgrade). Here's how to set it up:

1. Upgrade your account — pay what you think it's worth
2. Go to Account Settings → Email (SMTP)
3. Enter your email provider's SMTP details:
   • Gmail: smtp.gmail.com / port 587
   • Outlook: smtp-mail.outlook.com / port 587
4. You'll need an "app password" (not your regular password) — instructions are in Settings

Once configured, open any invoice and click 📧 Send.

Recurring invoices are for clients you bill regularly — weekly garden maintenance, monthly retainer, quarterly service checks.

To create one:

1. Create a new invoice as normal
2. Tick "Make Recurring" before saving
3. Choose the frequency (weekly, monthly, quarterly, yearly)
4. Optionally set an end date

You'll need to manually generate the next instance by going to the Recurring tab and clicking Generate. The original template stays in your list and advances to the next date automatically.

Invoice numbers follow the format: INV-{account}-{date}-{time}

For example: INV-1-12052026-143025 means:

• INV-1 — your account number
• 12052026 — created on 12 May 2026
• 143025 — at 14:30:25

Every invoice number is unique. Estimates don't get numbers until you convert them to invoices.

Yes. Every invoice has a Share button that generates a private link. Send that link to your client via WhatsApp, text, or any messaging app — they can view and download the invoice without logging in.

The share link is private (randomly generated) and only works for that specific invoice.

Open any invoice and click "Download PDF". The PDF is formatted for printing and includes all your business details, line items, totals, and bank details.

You can also download a CSV spreadsheet of all your invoices from the Invoices page for your accountant.

Yes. Here's what we do to protect your data:

• Passwords are hashed (bcrypt) — we can't see your password
• Email passwords are encrypted before storage
• All traffic is HTTPS (encrypted in transit)
• Your invoices are only visible to you and anyone you share the link with
• Sessions expire after 24 hours of inactivity

Your data is stored securely and never shared with third parties.

Yes. Go to Account Settings and you can:

• Add your business name and address
• Upload a logo
• Choose a brand colour for your invoices
• Add VAT and Companies House numbers

All of these appear automatically on every invoice and PDF.

On the login page, click "Forgot Password?". Enter your email address and you'll receive a reset link. The link expires after 1 hour.