Professional invoices with everything a real invoice needs
The invoice is the heart of InvoiceZeo, and it behaves like an accountant designed it. Every invoice carries automatic sequential numbering with your own prefix (reset per year), an issue date and due date, itemized lines with quantity, unit and rate, and a totals block that computes subtotal, tax, discount, shipping and adjustments live as you type. Notes and payment terms print at the bottom of the document, and a status badge tells everyone in the workspace exactly where the invoice stands.
Because invoices live in the same system as your quotations and receipts, nothing gets retyped. Convert an accepted quotation into an invoice — or a paid invoice into a receipt — in one click, with the relationship recorded permanently so you can trace any document back through its lineage.
Win the work with quotations that become invoices
Quotations in InvoiceZeo use the same editor, catalog and templates as invoices — the difference is the business logic. A quotation carries a validity date instead of a due date, its own numbering sequence (QUO prefix by default, or your own), and statuses suited to a sales conversation.
When the client approves, you don’t rebuild the document: one click converts the quotation into an invoice with the same customer, line items, tax settings and branding, a fresh invoice number, and a recorded link between the two. Your quote-to-cash trail stays intact from first estimate to final receipt.
Receipts that close the loop on every payment
A receipt is proof of payment — so InvoiceZeo enforces that receipts are always marked paid. Create one standalone for a point-of-payment sale, or convert a paid invoice into a receipt in one click. Receipts use the same 12 templates, the same branding profiles and the same numbering system (RCP prefix by default), and they flow into the same reports as your invoices and quotations, keeping your records complete end to end.
A live-preview editor, not a form with a surprise at the end
Most billing tools make you fill out a form and hope the PDF looks right. The InvoiceZeo editor renders your actual document while you work: pick a template and paper size (A4 or US Letter), and every field you touch — customer, line items, tax label, notes — updates the preview instantly. Add line items by hand or pull them from your product catalog through a searchable, paginated picker with category filters; SKU, description, unit and rate arrive pre-filled.
The guest version of this same editor is public: anyone can create and download an invoice at the guest editor without an account. It’s the fastest way to evaluate InvoiceZeo — the document you build is the document you get.
12 templates and unlimited branding profiles
Choose from 12 professionally designed templates — Modern, Minimal, Corporate, Elegant, Dark, Creative, Freelancer, Agency, Luxury, Tech, Gradient and Classic — and switch a finished document between them in one click without touching its content. Branding profiles carry your logo (or initials), business email and phone; create as many as you need, set a workspace default, and pick a different profile per document when you invoice on behalf of multiple brands.
Recurring invoices with real scheduling control
Retainers, subscriptions, rent, maintenance contracts — anything you bill on a rhythm can run on a schedule. Choose weekly, biweekly, monthly, quarterly or yearly recurrence anchored to the issue date, with exact control of the weekday or day of month. Skip windows let you pause generation over holidays or client breaks without cancelling the schedule. InvoiceZeo creates each next invoice automatically, numbered in sequence, ready to send.
Multi-currency catalogs with honest conversion records
Your workspace has a default currency, but your catalog doesn’t have to agree: each product can be priced in its own currency. When you add a foreign-currency product to a document, InvoiceZeo asks for the conversion rate, converts the line, and records the original currency, original rate and conversion rate on the line item itself — with the applied rates summarized in the document notes so your client sees exactly how the numbers were derived.
Tax works the way your region does: a tax percentage per document with a customizable label — VAT, GST, Sales Tax or anything else — plus discount percentage, shipping charges and reusable adjustments (fixed or percentage, addition or deduction) that you define once and apply anywhere.
Migrate everything — up to 500,000 rows at a time
Switching tools usually means losing history. InvoiceZeo’s import system takes CSV files up to 500,000 rows / 100 MB and processes them in the background with live progress, so you can keep working while your data loads. Import products, customers, vendors, categories, folders and tags — and complete invoices, quotations and receipts with multiple line items per document. Duplicate detection keeps re-runs safe, and missing customers or products referenced by your documents can be auto-created during the import.
Statuses, folders and tags that match how you think
Beyond the standard draft, pending, paid and overdue, you can define your own statuses with custom names and colors, scoped to the document types they apply to — "Awaiting PO", "Disputed", "Written off", whatever your process needs. Nested, color-coded folders group documents by client, project or year; multi-tagging cuts across folders for themes like "urgent" or "Q3". Bulk actions on the document list let you move, tag or restatus dozens of documents at once.
The numbers that matter, without opening a spreadsheet
The dashboard answers the questions you actually ask: how much came in, how much is outstanding, what’s overdue, who are my best clients. You get revenue collected, outstanding and overdue totals, active client count, a 12-month revenue chart, a status-breakdown donut, recent invoices and top clients by paid revenue — all scoped to the current workspace.
Reports go deeper: filter across all three document types by status, customer, folder, tag, date range and amount; group results by any dimension; and export the exact view you built to CSV or print it to PDF for your accountant.
Products, customers and vendors as first-class records
Stop retyping. The product catalog stores SKU, name, description, unit, rate, currency and category for everything you sell; categories keep large catalogs navigable, and the editor’s picker searches it all server-side. Customers hold contact and billing details reused on every document; vendors are tracked alongside them for the other side of your business. All three import from CSV and appear as filters in reports.
Workspaces, roles and permissions that are actually enforced
Run multiple businesses — or multiple clients’ books — in fully isolated workspaces, each with its own documents, catalog, contacts, branding, numbering and settings. Invite team members by email or a shareable link, and assign roles with granular, per-resource permissions: who can view customers, who can edit invoices, who can revoke members. Crucially, permissions are enforced by the server on every request — not just hidden buttons in the interface.
Security defaults you don’t have to think about
Sessions ride on secure HTTP-only cookies, out of reach of injected scripts. Two-factor authentication with any TOTP authenticator app — plus backup codes — is available on every account. Email verification and password reset flows are built in, real-time in-app notifications keep you informed of workspace activity, and API keys let you integrate InvoiceZeo with your own systems. Dark and light modes are native across the entire app, editor and documents included.