110 questions, answered honestly

InvoiceZeo is online billing software for creating, sending and tracking invoices, quotations and receipts. It includes a live-preview editor with 12 templates, recurring billing, multi-currency product catalogs, CSV import, reports, and team workspaces with role-based permissions.

No. InvoiceZeo runs in your browser on desktop and mobile. There is nothing to download or update.

Yes — the guest editor is the full invoice editor, open to anyone. Build a real invoice, pick a template and download the PDF without signing up.

Sign up (or open the guest editor), click New Invoice, choose a customer, add line items, and the live preview shows the finished document as you type. Download, email or share it when you are done.

There is a free-forever plan with 5 invoices, 5 quotations and 5 receipts per month, plus the full core feature set. Pro at $12/month raises the limits and unlocks all 12 templates.

No. The free plan requires no payment details. You only enter card details if you upgrade to Pro, and payment is processed by Stripe.

Yes, the entire app is responsive — editor, lists, dashboard, reports and settings all work on a phone or tablet.

Yes, native dark and light modes across the whole app, including the document editor. There is even a Dark document template.

The interface is in English, but documents adapt to your region: any currency, customizable tax labels (VAT, GST, Sales Tax…), and A4 or US Letter paper sizes.

InvoiceZeo focuses on the documents your business runs on — quotations, invoices, receipts — and tracking whether they are paid. It deliberately does not do general-ledger accounting, bank reconciliation or tax filing.

Customer details, itemized lines (quantity, unit, rate, description, SKU), tax percentage with a custom label, discount percentage, shipping, reusable adjustments, notes, payment terms, issue and due dates, your branding and an automatic document number.

Each document type has its own sequence with a configurable prefix (INV by default). Numbers advance automatically and sequences run per year. The next number is previewed in settings.

You can set your own prefix per document type. The sequential counter and year handling are automatic so numbers stay unique and ordered.

Set a due date when you create the invoice. Overdue invoices are counted on the dashboard, so unpaid work surfaces itself instead of hiding in a list.

The fastest way to repeat billing is a recurring schedule, or converting from an existing quotation. Products and customers are reusable records, so re-creating a similar invoice takes seconds.

Yes — open it in the editor, change what you need, and the preview updates. Statuses let your team see whether it has already been sent.

Change its status to Paid — or convert it to a receipt in one click, which both records the payment document and preserves the link back to the invoice.

Yes, there is a dedicated shipping field in the totals, alongside tax, discount and adjustments.

Reusable additions or deductions — fixed amounts or percentages — that you define once and apply to any document. Useful for things like rush fees, service charges or negotiated rebates.

Yes. Notes and terms print in a dedicated area at the bottom of the document in every template.

Yes — use any currency, rename the tax label to match their jurisdiction, and share by public link so they do not need an account to view it.

Yes. Subtotal, tax, discount, shipping and adjustments are computed live by the app. You never type a total by hand.

A quotation carries a validity date and its own numbering sequence; an invoice carries a due date. Both use the same editor and templates. One click converts an accepted quotation into an invoice.

Yes — one click. The customer, line items, tax settings and branding carry over, a fresh invoice number is assigned, and the link between the two documents is recorded permanently.

No. The quotation remains, linked to the invoice it produced, so your quote-to-cash trail stays complete.

They are the same document in practice — use quotations for estimates. The validity date communicates how long your price stands.

Proof of payment. Receipts are always marked paid — enforced by the product — and can be created standalone or converted from a paid invoice in one click.

No, by design. A receipt documents money received, so InvoiceZeo never allows a receipt in an unpaid state.

Yes, all 12 templates render all three document types with your branding.

Yes. Reports work across all three document types, with type as a filter and grouping dimension.

Yes — the same sharing options as invoices: direct email, public link (optionally password-protected), PDF download and print.

Yes. Conversions record lineage between documents, so you can always trace a receipt back through its invoice to the original quotation.

Twelve: Modern, Minimal, Classic, Corporate, Elegant, Creative, Freelancer, Agency, Luxury, Tech, Gradient and Dark. Four are free; Pro unlocks all twelve.

Modern, Minimal, Classic and Corporate are on the free plan. All twelve can be previewed in the gallery.

Yes, anytime, in one click. Templates change only the look — content, numbering and totals are untouched.

Yes, through branding profiles. A profile carries your logo (or initials as a fallback), business email and phone onto any template.

Yes — create multiple branding profiles, set a workspace default, and choose a different profile per document when needed. Separate workspaces give complete separation.

A4 and US Letter, switchable per document, print-tested in every template.

Yes. The editor preview is the actual template engine, and the PDF and print output match it.

Templates ship professionally designed as-is; you personalize them through your branding profile (logo, identity) and content. Switching between the twelve designs covers most style needs.

Yes — the Freelancer template is designed around a single-person business, with your name up front and payment details unmissable.

Yes. In the editor, switching templates re-renders your actual document instantly, so you can compare designs with real content.

Yes. Any invoice can run on a weekly, biweekly, monthly, quarterly or yearly schedule.

Schedules anchor to the issue date, with exact control over the weekday (weekly/biweekly) or day of month (monthly and up).

Date ranges where generation pauses — holidays, client breaks, seasonal closures — without cancelling the schedule. Generation resumes automatically after the window.

Yes, each generated invoice takes the next number in your normal sequence, with your prefix.

Yes, you can end the schedule at any time. Already-generated invoices are unaffected.

Recurring schedules are for invoices — the document type that represents repeat billing. Quotations and receipts are created on demand or by conversion.

Retainers, subscriptions, rent, maintenance contracts, hosting fees — anything billed on a rhythm. Set it up once and each period’s invoice is generated for you.

Yes, the document list has a recurring filter so you can review all scheduled billing in one view.

A reusable library of what you sell: name, SKU, description, unit, rate, currency and category per product. The editor pulls line items from it through a searchable picker.

No — you can type line items directly on any document. The catalog just saves you from retyping recurring items.

Yes, each product can be priced in its own currency. Adding a foreign-currency product to a document prompts for a conversion rate, which is recorded on the line item.

Categories organize the catalog (including nested parents) and act as filters in the editor’s product picker and in reports.

Contact and billing details that fill in automatically on every document for that customer — no retyping between invoices.

Tracking who you buy from, alongside who you bill. Vendors are importable and reportable like customers.

The free plan allows 20 new customers and 10 new vendors per month; Pro raises those to 500 and 200. Catalog products are governed by your plan’s limits shown in the app.

Yes, via CSV — with template files provided, duplicate detection, and support for very large files (up to 500,000 rows).

Yes — server-side search with category filters and pagination, both in the catalog pages and in the editor’s add-from-catalog drawer.

Documents keep the details they were issued with — as legal records should. New documents use the updated customer record.

Your workspace has a default currency and documents/products can use any standard currency code. Templates format amounts consistently for all of them.

When a document includes a product priced in another currency, you enter the conversion rate. InvoiceZeo converts the line and records the original currency, original rate and conversion rate on the line item, with the applied rates summarized in the document notes.

No — you enter the rate you actually used, and it is recorded transparently on the document. Your books reflect real applied rates, not a feed that changes after the fact.

Yes. The tax label is free text — VAT, GST, Sales Tax, or any local wording — set alongside your tax percentage.

Yes, tax percentage is set per document, so different clients or jurisdictions can carry different rates.

Yes, a discount percentage per document, calculated in the totals block automatically.

Yes — adjustments support both fixed amounts and percentages, as additions or deductions, and are reusable across documents.

No. InvoiceZeo presents tax correctly on your documents and reports; filing and remittance remain with you and your accountant.

Products, customers, vendors, categories, folders, tags — and complete invoices, quotations and receipts with multiple line items per document.

Up to 500,000 rows or 100 MB per CSV file. Imports run in the background with live progress, so you can keep working.

No — duplicate detection recognizes existing records (for example by SKU for products), and you can choose to skip or overwrite.

Yes. Document imports support multiple line items per document, adjustments, and recurring settings, with automatic numbering applied.

The importer can auto-create missing customers and products referenced by your documents during the same import.

Yes, downloadable template files for every importable entity show exactly which columns are expected.

Reports export to CSV (the exact filtered view you built) and print to PDF. Documents download individually as PDF.

Yes — export your data from the other tool as CSV, map it to the InvoiceZeo templates, and import. Large histories fit comfortably within the 500k-row limit.

No. Imports process in the background per workspace, with a progress indicator and a notification when finished.

The import reports what was created, skipped and why, so you can fix the source rows and re-run safely thanks to duplicate detection.

Documents move through statuses like draft, pending, paid and overdue — and you can define your own with custom names and colors, scoped to specific document types.

Yes — for example "Awaiting PO", "Disputed" or "Written off", each with its own color, applied to the document types you choose.

Folders are nested and color-coded — organize by client, project, year or any hierarchy you like. Documents are moved individually or in bulk.

Cross-cutting labels that work independently of folders — tag documents "urgent" or "Q3" and filter any list or report by them.

Revenue collected, outstanding amount, overdue count, active clients, a 12-month revenue chart, a status-breakdown donut, recent invoices and top clients by paid revenue.

Filter across all three document types by status, customer, folder, tag, date range and amount; group by any dimension; and export the result to CSV or print to PDF.

Yes — select multiple documents in a list and move, tag or change status in one action.

Yes — top clients appear on the dashboard, and reports can group by customer for full per-client totals.

Yes, all data — documents, dashboard, reports — is scoped to the current workspace.

Yes, reports are cross-document: include any combination of invoices, quotations and receipts in one query.

An isolated environment with its own documents, catalog, contacts, branding, numbering and settings. Use one per business, brand or client whose books you manage.

Every account starts with a workspace, and the Extra Workspace add-on adds slots at $2/month each, up to 10 extra.

By email invitation or a shareable invite link. Invitees join with the role you assign.

Per resource and per action — for example, a role can view customers but not edit them, or edit invoices but not revoke members. Permissions are enforced by the server on every request.

Yes, define roles with exactly the permission set your team structure needs, and change a member’s role at any time.

One on the free plan, up to 10 on Pro.

Yes — revoke a member or a pending invite instantly. Server-side enforcement means access ends immediately.

No. Workspaces are isolated — separate documents, catalogs, branding and settings. You switch between them instantly in the app.

Yes — TOTP with any authenticator app (Google Authenticator, Authy, 1Password…), plus backup codes for recovery. Available on every account, including free.

With secure HTTP-only cookies, which are inaccessible to page scripts — a stronger posture than storing tokens in browser storage.

Use the password reset flow — a secure reset link is emailed to you. Email verification is also built into signup.

Enforced server-side on every request. A crafted API call without permission is rejected, regardless of what the interface shows.

Yes — you can generate API keys in the app for programmatic access from your own systems.

Real-time in-app notifications for workspace activity — like completed imports — with a bell indicator so you catch what happened while away.

You control your documents and records and can delete them in the app. Reports and PDFs let you take copies out first.

Only members of your workspace, within their role permissions — and anyone you explicitly share a public link with (optionally password-protected).

The full core product with monthly limits: 5 invoices, 5 quotations, 5 receipts, 20 customers, 10 vendors — plus 1 member, 1 branding profile, 5 adjustments and 4 templates.

$12/month: 500 invoices, 200 quotations, 500 receipts, 500 customers and 200 vendors per month, 10 members, 10 brandings, 100 adjustments and all 12 templates.

Securely by Stripe. InvoiceZeo does not store your card details.

Yes, from the billing page in the app. No calls, no retention scripts.

Never. Plans are flat-rate subscriptions regardless of how much you invoice.

Nothing is deleted. Limits apply to creating new records going forward; existing documents and data remain intact and accessible.