Creating & Editing Invoices
Build an invoice in a couple of minutes: pick the client, check off their billable expenses, add any custom line items, and save.
What Counts as a Billable Expense?
Any expense with a client assigned is billable. When you record an expense (hay, vet call-out, show entry, supplies) and set its client, it automatically appears in that client’s invoice builder until it’s been invoiced.
One invoice per expense. Once an expense is on an invoice, it disappears from the picker so it can’t be billed twice. If you void the invoice or remove the line, the expense becomes available again.
Creating an Invoice
Open the builder
Go to Invoices in the sidebar and click New Invoice.
Choose the client
Select the client you’re billing. The invoice number (e.g., INV-2026-001) is assigned automatically.
Choose the currency
Invoices support USD, EUR, and GBP. Each invoice uses a single currency, and the expense picker only shows expenses recorded in that currency — a note tells you if the client has unbilled expenses in other currencies.
The client and currency are locked once the invoice is created. To bill in a different currency, create a separate invoice.
Check off billable expenses
The Billable Expenses table lists everything you’ve assigned to this client that hasn’t been invoiced yet, with date, category, horse, and amount. Check the ones you want to bill — each becomes a line item with its amount locked to the expense. You can reword the line’s description (it defaults to the expense category and notes).
Add custom line items
Click Add Line Item for anything not tied to a tracked expense — monthly training, board, lessons, show splits. Each line takes a description, quantity, and unit price.
Set dates, tax, and fees
- Issue date defaults to today; due date defaults to 30 days out.
- Tax rate (%) applies to the whole invoice.
- Credit Card Fee (%) — optionally pass card processing costs on to the client. See below.
Add notes and save
Notes appear on the invoice the client receives; internal notes are only visible to your team. Click Save Draft — nothing is sent to the client yet.
The Credit Card Fee
If you accept online card payments, you can add a percentage fee so the processing cost is covered by the client rather than coming out of your payment:
- Enter a percentage in the Credit Card Fee (%) field in the totals section.
- The fee is calculated on the line-item subtotal and added to the invoice as its own clearly labeled line (e.g., “Credit Card Fee (3%)”).
- Tax, if any, applies to the items plus the fee.
When Stripe is connected you’ll see a reminder of Stripe’s current processing fee (2.9% + $0.30 per card payment) so you know what to pass through. The fee field works even if you only take offline payments.
Editing a Draft
Open a draft invoice and click Edit. You get the full builder back:
- Check or uncheck billable expenses — already-included expenses show pre-checked; unchecking one releases it for a future invoice
- Add, change, or remove custom line items
- Adjust dates, tax, credit card fee, and notes
Only drafts can be edited. After an invoice is sent it’s a fixed billing document. If something is wrong on a sent invoice, void it (the expenses are released automatically) and create a corrected one — Duplicate gives you a head start.
Duplicating an Invoice
Use Duplicate on any invoice to start a new draft with the same line items, notes, and tax settings — handy for clients you bill the same way every month. Expense-linked lines are copied as regular line items (the original expenses stay attached to the original invoice), so re-check any new billable expenses you want to include.