One person writes the proposal, sends the invoice, chases the late one and files the return. Invoice Crowd puts all four in the same account: quotes that convert, deposits taken up front, retainers that bill themselves, and a ledger that keeps up.
What is inside
A freelance month is a handful of quotes, a handful of invoices, and one client who has gone quiet. These are the parts that deal with each of them.
The unbillable hours before the job starts
Build the scope, the price and the terms into one document, then send a link the client signs without printing anything. There are 40+ proposal templates to start from, and the sections you rewrite for every job live in a content library, so a new quote is mostly assembly.
Most freelance work needs a price and a date, not fifteen pages. Send an estimate the client approves or declines from the email, mark the lines they are free to drop, and let them set a quantity where the amount is genuinely theirs to decide. What comes back approved becomes the invoice.
Money before the work, and money on a cycle
Ask for part of the fee up front and bill the rest on delivery, both against the same invoice, or break a long project into installments. Whichever of the multiple provider integrations you connected shows on the document, and the outstanding figure moves as each payment clears instead of living in your inbox.
A monthly retainer should not be a monthly chore. Set the amount, the cycle and the start date once and each period issues its own invoice to that client, on the same template and with the same payment options as the ones you send by hand. Reminders handle the ones that drift.
The week you would otherwise pay someone for
Record software, hardware, travel and workspace costs against the appropriate configured expense account, with the receipt retained on the transaction. That keeps the supporting detail attached to the entry instead of relying on a later reconstruction.
Every invoice sent and every cost recorded posts into accounting records and report views with visible integrity checks, so the profit and loss, the balance sheet and the income report are current on the day someone asks for them. Export what your accountant wants rather than building a spreadsheet in the last week of the year.
One job, end to end
The same job passes through five screens and never gets retyped between them. Start on whichever document the client expects.
Scope, price and terms in one signable document, assembled from templates and the sections you keep in the content library.
A priced quote the client approves, declines or adjusts where you allowed it, answered straight from the email.
Approval carries the same lines into an invoice, so the bill matches the version the client agreed to.
Deposit now and balance later if that is the deal, through a connected gateway. Reminders and late fees cover the slow ones.
Revenue, receivables and the payment post themselves, which is why the year-end figures need no assembly from you.
Also included
None of this is a paid extra bolted onto the invoicing. It is in the same login, reading the same customer records.
Clients sign in to see everything you have sent them, download it and pay it.
Bundle the work you always sell together and drop it onto a quote as priced lines.
Overdue invoices get chased on a schedule, and a fee applies when the date passes.
Bill an overseas client in their own currency and still read one total in yours.
Log hours against a project, so an hourly job has a record behind the number you bill.
Add the fields your trade needs to a document and reuse them on the next one.
Hook the app to the 5,000+ services outbound webhooks reaches, or to Pabbly Connect if that is your stack.
Compare the current plan limits, trial terms and billing options on the Pricing page.
Issue a credit note against an invoice you overcharged, leaving the original document and its history intact.
Every unpaid invoice bracketed by how long it has been outstanding, so chasing starts with the oldest.
Keep the rates you quote most often as items, then drop them onto an estimate or invoice.
The email notification workflow sends invoice alerts as a text message rather than another email.
Questions
That is what the ledger underneath is for. Invoices and expenses post themselves against a chart of 184 accounts, so profit and loss, the balance sheet and the income report stay current on their own. The statements export to spreadsheet or PDF when your accountant asks for the year.
Yes. Bill part of the fee up front and the rest on delivery against the same invoice, or split a long project into installments. Each payment is recorded against that document, so the amount still owed is always the difference rather than something you work out yourself.
Create a recurring invoice for that client with the amount, the cycle and the start date. Every period raises its own invoice on the template you chose, with the payment options you connected already attached, and it keeps going until you pause or stop the schedule.
Yes. The invoice goes out in the currency your client works in, while your reports total in the base currency you report in. GST-enabled invoices and custom tax rates cover the tax side, so an overseas job does not need a document built by hand.
Review the current Pricing page for plan limits, billing options and trial terms. Packaging can change, so this use-case guide does not repeat prices that may become outdated.
No. Invoice Crowd runs in the browser at apps.invoicecrowd.com, so the laptop in a coffee shop and the desktop at home are the same account. Clients install nothing either: a proposal is signed and an invoice is paid from the link you send them.
Start with the proposal, take the deposit, and let the recurring invoices and the ledger run behind them. One login covers the whole month.
