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Gridbind Docs

Invoices & estimates

  • A customer says they did not receive the invoice

    The invoice email goes to the billing email saved on the customer record and nowhere else, so check that address first, then ask them to look in spam. You can also share the document as a link instead of an email — the share page shows it and, where online payments are set up, lets them pay from it without needing an account. The link carries an expiry you set when you generate it, and you can rotate it to invalidate the old one.

  • Attach photos or documents to a document

    Photos, plans and PDFs attach to an invoice or an estimate through the message thread alongside the document, so they stay with that document rather than in a separate inbox. Bills do not have that thread. They are not part of the PDF: a customer sees them by signing in to the customer portal, so a shared link or a printed copy will not show them. Large photo libraries count towards your storage, which you can review under Licenses.

  • Change what appears on an invoice

    Open the invoice for editing and use the settings button in its toolbar — the gear on the dashboard, the Settings row in the mobile app. Notes and terms, the footer note, the signature block, the line-item wording and which custom fields the customer sees are all controlled there. Defaults come from your organization settings and are copied onto each document as it is created, so changing a setting there affects new documents rather than existing ones; any single document can then be changed on its own. There is no gear on the invoice detail view — you have to be editing it.

  • Create your first invoice

    Pick a customer, add line items from your products and services, and the totals and taxes are worked out as you go. Nothing has to be complete before you start — you can add a customer or an item from inside the invoice and carry on. Saving the invoice needs invoice creation permission, and adding a brand-new item from the line needs item creation permission; without them you can still pick from what already exists.

  • How do I customise what appears on an invoice?

    A settings panel on each invoice or estimate controls what the customer sees: notes and terms, a footer, a signature block, which of your custom fields appear, and the wording of the line item, unit price and line total column headings. Defaults come from your organization settings and are copied onto the document when it is raised, so any one document can be changed without affecting the rest.

  • My customer says they did not receive the invoice email.

    Check the billing email on the customer record first — that is the only address the invoice goes to — then ask them to look in spam. The email log tells you whether Gridbind sent it at all, which separates a wrong address from a filtered message. You can also share the invoice as a link instead: the share page shows the document and, where online payment is set up, lets them pay from it without an account.

  • Set up sales tax

    Tax rates are defined once under Sales Tax and then picked up by line items, including the default rates attached to a product or service. A rate change applies from then on: documents already issued keep the rate they were issued with, because each line stores its own copy. Get the rates right before you send in volume — correcting an issued document means editing and re-saving it, or reissuing it.

  • Turn an estimate into an invoice

    An estimate is a quote you send for approval; an invoice is the request for payment. Converting carries its line items, taxes and customer across in one step, so nothing is retyped, and the two records stay linked to each other afterwards. An estimate does not have to be marked accepted first — an active one converts too — but a cancelled or expired one will not. The new invoice takes its document settings from your organization defaults rather than from the estimate.

  • What is the difference between an estimate and an invoice?

    An estimate is a quote you send for approval; an invoice is the request for payment. Converting an estimate carries its line items, taxes, customer and custom fields across in one step, so nothing is retyped, and the two records stay linked to each other afterwards. The estimate does not have to be accepted first — an active one converts too — but a cancelled or expired one will not.