Getting Started Guide
Smart, simple-to-use online invoicing keeps track of all customer, inventory and
Plus, our worry-free invoicing works with PayPal, so you can get paid faster.
After you log in for the first time, your data will be pre-populated with
sample Customers, Invoices and Inventory Items.
Feel free to experiment with the system, try different functions, and when you are ready, delete or edit sample data to replace it with your own.
Before you create your first real invoice, you may want to review your settings,
such us Company Name, Tax ID, etc.
Settings can be accessed from the top menu. Since your settings are populated with test data, you don't need to update it right away, but sooner or later, it will need to be done.
The easiest way to create a new invoice will include the following steps:
It is no coincidence, that these three steps correspond to three tabs visible on your screen:
Customers, Invoices and Inventory.
If you still have the test data available (populated automatically when your QX Invoice was created), you can just go ahead to the invoices tab (actually this is the default tab being displayed when you log in), and create a new invoice. You can either:
1) Click the Add New link visible atop the list of invoices;
2) Choose the function New Invoice from the top menu Functions;
3) With your mouse over the list of invoices, click the right mouse button and choose New Invoice from the pop-up menu;
The top menu functions (in the figure above left) are always visible and available, regardless of the screen or form you are currently working on.
All tabs: Invoices, Customers and Inventory are designed in the same way:
1) Right mouse click brings a small pop-up menu with functions (in the figure above right) such as Add New, Delete, Edit, etc.
This option gives you the quickest access to all of the functions;
2) Left mouse click allows to edit the highlighted entry;
|3) Little icons (arrows pointing left/right)||allow to navigate through the list of all records (there are 25 records per page);|
4) Newest entries are always displayed at the top of the list, oldest ones - at the end.
To add a new customer you can either:
1) Click the Add New link visible atop the list of customers (Customers tab);
2) Choose the function New Customer from the top menu Functions
3) With your mouse over the list of customers, click the right mouse button and choose New Customer from the pop-up menu.
Once you have the new customer panel displayed, simply edit all required fields, such as Name, Email, etc., and when you are done, click the Save button.
1) The CID is your own, supposedly unique, Customer ID. If you leave it blank, it will be automatically generated when you save the data.
2) If you click on the Billing Address link, you can very conveniently map this address with Google Maps.
3) If you click on the ZIP/Postal link, you can look up given ZIP/Postal code, and retrieve the City automatically.
4) Technically, there is no limit on how many customer records the system can handle; QX Invoice was successfully tested with dozens of thousands records. If you are using the Free account, the maximum number of customer records might be limited. Please check current QX Invoice pricing for more details.
Depending on what your business sells, Inventory Item could be
a product (e.g. a book) or a service (e.g. one hour of your work as an IT consultant).
To add new inventory item you can either:
1) Click the Add New link visible atop the list of items (Inventory tab);
2) Choose the function New Inventory Item from the top menu Functions;
3) With your mouse over the list of items, click the right mouse button and choose New Item from the pop-up menu.
Once you have the new item panel displayed, simply edit all required fields, such as Item Name, Price, etc., and when you are done, click the Save button.
1) The SKU is your own, supposedly unique, Item ID. It stands for Stock-Keeping-Unit. If you leave it blank, it will be automatically generated when you save the data.
2) What is important here, is to properly define Price and Taxes applicable to this item. Units and Quantity are for informational purposes only and are not used in any calculations.
3) Just like with Customers, technically, there is no limit on how many records the system can handle.
We are assuming that you already have at least one Customer and one
Inventory Item record saved, and you are back to the Invoices tab.
Now you can either:
1) Click the Add New link visible atop the list of invoices;
2) Choose the function New Invoice from the top menu Functions;
3) With your mouse over the list of the invoices, click the right mouse button and choose New Invoice from the pop-up menu. New Invoice panel will be displayed.
The New Invoice panel is divided into few separate areas:
a) Customer information - you can either leave it empty (see below Ad-Hoc Invoices), or choose an appropriate customer. To choose an existing customer, simply click on the Customers tab, and click the left mouse button on the selected customer record. At this moment all customer's data will be copied into the new invoice panel, and you will be switched back to your new invoice. It is that simple! This way we can handle literally thousands of customers. Most of other web based invoicing services, simply display a HTML listbox, which is good only for a handful of entries.
b) Items information - it works the same way as with customers - click on the Inventory tab, and select (left mouse button click) inventory item. At this moment all items' data will be copied into the new invoice panel, and you will be switched back to your new invoice. In the same way you can add more items to the new invoice. Once the items are already there, you can change their quantities (just left mouse click on the Quantity field, or right mouse click to bring the pop-up menu with several functions), and Price. All totals and taxes will be calculated automatically. The pop-up menu gives you access to: change quantity, change price and remove item functions.
c) Invoice information - Date, PO #, recurrency, etc.
d) Payment information - Due Date, Payment method, etc.
|All dates can be changed by clicking on the red calendar icon||which will bring up the pop-up||calendar box.|
|Little green icons||next to tax fields can be clicked to enable/disable each tax.|
In most cases, you will have your Customer data stored in the system, so when
you need to print a new invoice for her, you don't need to enter all the details (name, address, etc.)
In some cases, for example when you know for sure it is a one-time transaction only, or when you are in a hurry, or just simply because your customer requested this, you can create an invoice with no customer data at all (let us call it blank customer invoice).
Most of the times you create a new invoice, the customer information is not populated. You can simply keep it that way, and save or print the invoice with blank customer.
Optionally, when editing new invoice, you can still enter partial customer data (e.g. name only) without actually adding this customer to the Customers list.
Typically invoices are one-time events. However, in many business models
recurrent invoices can significantly decrease the amount of paperwork.
For example, if you need to charge your customers a fixed monthly or annual fee, all you need to do, is to create a Recurrent Invoice, and once it is done, QX Invoice will automatically generate subsequent invoices when they are due (e.g., next month or next year).
Once your new invoice is done, it will need to be saved.
Only then you can print, download or email it as a high resolution PDF file.
An Invoice Number will be generated automatically, based on the Next Invoice number, as defined in the Settings. It gets incremented automatically with each new invoice.
If you want to manually assign certain Invoice Number, you need to save the new invoice with auto-generated number first, and then edit this invoice again; it will allow you to change the number to whatever you want. Uniqueness of the numbers is not enforced.
There are several other fields in the New Invoice panel, but all of them are really self explanatory...
The Settings panel (accessible from the top menu) allows users to enter
their business information. Some of the settings are very important.
We recommend to pay attention to the following settings:
1) Next Invoice - next new invoice you will create will have this number automatically assigned. Every time a new invoice is created, this number will be automatically incremented by one. By default, when you start with a new QX Invoice account, it is set to 200. Please feel free to set this number so it fits into your existing numbering scheme. Please note that all new invoices will have the Invoice Number generated automatically based on this setting, however once created, they can be edited, and the number can be then modified to whatever you like (e.g., it may contain letters, not just numbers).
2) Tax1/Tax2 - names (e.g., PST in Canada, or VAT in Europe) and percentage value of the taxes. It can be set to zero if there is no tax.
Please note, that when creating or editing an invoice, these taxes can be individually turned on/off if needed (e.g., if your customer has tax exemption for certain purchases).
3) PayPal Email - email address associated with your PayPal account. You need this set up, if you want your customers to pay invoices with PayPal or credit card. If this email address is set, each new invoice, when emailed to the customer will automatically include a link to PayPal's payment page. Your customer needs to follow this link to make a payment. If you don't have PayPal account, just leave this field blank.
4) Company Information - name, address, tax id (e.g., State Tax Number, GST number), etc.
Since most of this information will be printed on the invoice, it is recommended to carefully verify its accuracy.
Notes: When starting with your new QX Invoice account, all the Settings will be filled up with test data, for example the company name will be set to "My Company Inc.", just to get you started. Please remember to enter your own settings once you are done with test driving the system.
Recommended pixel resolution for your company's Logo is max. 150 x 150, but feel free to experiment with different sizes. JPG, GIF, and PNG file formats are supported.
QX Invoice comes with standard, predefined templates for your invoices. For more technically
savvy users, we provided a way to modify these templates, and customize them your own way.
Settings allow to define your own text templates for:
a) - email that you can send to your clients with an invoice (and payment link) attached;
b) - invoice header; by default your logo (if defined) and your Tax Id will be printed, but fell free to add your own touch to it;
c) - default invoice terms (normally printed at the bottom of each invoice).
If you mess up any of the templates (do not touch it if you don't know what are you doing), it is always possible to discard your changes, and revert to the original templates. If you need help - contact us, we can design custom made templates for your company (at additional fee).
When your invoice is paid (e.g., in cash), you can mark it as Paid in the
QX Invoice. As an option, if you have a PayPal account and you want your customers
to pay your invoices via PayPal or credit card, you should enter your PayPal's email address in
the Settings panel. Once it is done, each new invoice emailed to your customers
will automatically include a link to PayPal's payment page. Your customer needs to
follow this link to make a payment.
Once the payment is accepted, our system will automatically receive a payment notification from PayPal, and mark the invoice as paid. You will also receive an email notification.
Of course, your customers do not have to have a PayPal account to pay your invoice. They can either use their PayPal account if they have one, or simply pay with any major credit card. This way, payments can be collected much faster, and in much more convenient, paperless way.
All communications to and from our system are encrypted with
256-bit SSL encryption.
We took extreme measures to provide our clients with maximum available security and reliability. The whole system was designed and implemented with these goals in mind.
The system is overly redundant, hosted in secure and controlled environment. The network is managed by SonicWALL and Cisco equipment (firewalls, switches and routers). All data is stored in redundant SSD arrays, to ensure maximum reliability and speed allowed by today's technology. We do nightly backups of your data, and we also keep weekly snapshots for at least three months. If you delete your data (or part of it), you need to let us know within three months if you want it restored. We may charge you extra for partial data recovery which could be sometimes very time-consuming.
We do not store any credit card information in our system. Once payments are processed by credit card merchant (bank or PayPal), we receive and store payment confirmations only.
We constantly monitor our system, and we regularly apply all security updates and patches.
The easiest and quickest way to reach us, is by email:
Support hours: 9:00am - 5:00pm PST
Enterprise customers will also have direct access to their account manager, if they need to speed things up.
Our support team will do their best to help you with all your issues as soon as possible.
When contacting us regarding your existing QX Invoice account, please make sure you provide the email address associated with your account.
Change Password panel can be accessed from the top menu Functions.
Simply enter your current password, and your new password (twice). After you save your new password, the system will still keep you logged in. Next time you log in, use the new password. For security reasons, we recommend to keep your password safe, and avoid using simple, short or easy to guess passwords.
Remember, we will never ask you for your password, either by email or by phone. Do not disclose your password to anyone.
When you sign up for a new QX Invoice account, you will start with a Free account.
It is a fully usable account, as you have unlimited number of invoices you can create,
and unlimited number of items in your inventory.
If the number of your customers or users grows, you may need to upgrade your Free account, to Corporate or Enterprise account.
Upgrade Account panel can be accessed from the top menu Functions.
Simply choose the plan you need, and click on one the dogs - smaller dog for Corporate upgrade, and bigger dog for the Enterprise.
In the next step you will be redirected to PayPal's page which will allow you to make a payment. You don't need to have a PayPal account. You can either use your existing PayPal account, or any of the major credit cards.
Once your payment is processed by PayPal, our system will receive an automated notification, and your account will be upgraded. Usually (depending on the payment method), it takes just few minutes. If you choose the 'E-check' payment method, it may take PayPal several days to clear it. You will receive a confirmation email from PayPal when your payment goes through. You will be automatically charged the subscription fee every month.
As of time of writing this manual, our cancellation policy states that you can cancel the service at any time, and there is also a 30 day money back guarantee. Please check our Terms and Conditions for more details regarding our current cancellation policy, in (very unlikely) case it has changed.
Customer and inventory data, stored in the QX Invoice system, can be exported at any time.
Export Customers and Export Inventory functions can be accessed from the
top menu Functions. The data, in CSV format that is readable by Excel (and many other
programs), can be downloaded to your PC, and stored in a file(s). Just choose a folder
where you want to save it.
We are currently working on Import Data functions; this feature should be released shortly.