Creating & Managing Invoices
Create invoices for your customers, track them from Draft to Paid, update customer details, and record payments you collect outside Digits so your books stay up to date.
Note: Before you can send invoices through Digits, your business has to be verified.
You can complete verification yourself.
If you work with an accountant, they may complete it on your behalf (with your authorization).
You can draft and prepare invoices while verification is pending—only sending is blocked until verification is approved.
How to Create an Invoice
From your dashboard, click Invoices in the left navigation menu.
Click New Invoice in the Draft column, or use the New Invoice button in the top-right corner.
Tip: ✨ Digits automatically generates invoice numbers, but you can set your own custom numbering format in Settings → Invoices.
Add invoice details:
Customers
Start typing to find an existing customer. If the customer doesn’t exist yet, click + Add Customer in the dropdown to create a new one.
Line Items
Each line item requires a product. You can search your existing products or create a new one in line. For each line item, you can set:
Name, description, quantity, and unit price
A revenue category (defaults to the one set on the product, or your global default if none is set)
Department and location (if your organization uses them)
A fixed or percentage-based discount
Line items can be reordered by dragging them.
Invoice-Level Discounts
You can apply a discount to the entire invoice (fixed amount or percentage), separate from any line-item discounts.
Dates
The invoice date defaults to today. For the due date, you can choose: Upon Receipt, Net 15, Net 30, Net 45, Net 60, Net 90, or a custom date. Net 30 is the default.
Reference number An optional field for tracking purchase orders, project names, or any external reference.
Invoice Memo
An internal or customer-facing note attached to the invoice.
Click Review to access the send flow.
Review & Send
On the Review screen, you can:
Branding Customize the invoice appearance with a background color, cover image, and layout style. These are saved to your invoice profile. See: Customizing Invoice Branding
Customize the email subject line and message body (separate from the invoice memo)
Add multiple recipients, CC, and BCC
Click Send to deliver the invoice. Customers receive an email with a payment link.
Sending invoices with a payment link requires completed business verification. You can still draft invoices and send them manually (share the PDF) without verification.
Invoice Statuses
Draft
Editable. Not yet sent.
Sent
Delivered to the customer.
Overdue
Sent but past the due date.
Manually Sent
Sent outside of Digits (e.g. PDF shared directly).
Payment Processing
Customer has submitted payment, processing in progress.
Paid / Settled
Payment collected through Digits.
Marked as Paid
Payment recorded manually (offline).
Voided
Cancelled. Cannot be undone.
Refunded / Returned / Rejected
Payment reversed or failed after processing.
Editing invoices by status
What you can do with an invoice depends on its status.
Draft invoices
Draft invoices can be fully edited. You can update line items, amounts, customer details, dates, discounts, categories, and branding before sending.
Sent or overdue invoices
Once an invoice has been sent, core details are locked to preserve accuracy. This includes line items, amounts, and the customer.
You can still:
Update branding, memo, and email settings
Resend the invoice
Mark the invoice as paid (for offline payments)
Void the invoice
Duplicate the invoice to create a corrected version
If you need to make changes to the actual invoice details, duplicate it and edit the new draft.
Paid or settled invoices
Paid invoices are view-only and cannot be edited.
To make changes, duplicate the invoice and issue a corrected version.
Voided invoices
Voided invoices are also view-only. They are hidden by default.
To view them, open the menu in the top-right corner and select Show Voided Invoices.
Viewing invoices in the Ledger
Because invoices are native ledger items, drilling into an AR entry in the Ledger takes you directly to the invoice rather than a journal entry. From the invoice, you can open a journal view to see the underlying accounting — but edits must be made on the invoice itself, not the journal.
How Customers Pay
Customers receive an email with a payment link and do not need a Digits account to pay. Supported payment methods:
Credit card — processing fee is paid by the business sending the invoice
ACH / bank transfer — available for authenticated payers via Plaid
A shareable payment link is also available on any sent invoice for direct sharing outside of email.
Frequently Asked Questions
Can I assign invoice line items to different revenue categories?
Yes. Each product can have a default revenue category set — when that product is added to a line item, its category is used automatically. You can also override the category (and department/location) on any individual line item directly while drafting. If neither the product nor the line item has a category set, it falls back to the global default in Settings → Invoices → Ledger Integration Settings.
Can I set departments and locations on line items?
Yes, if your organization uses departments or locations. These can be set per product as defaults and overridden per line item on any invoice.
Can I edit an invoice after it's been sent?
Line items, amounts, and the customer cannot be changed after sending. You can still update the branding, memo, and email content and resend the invoice. To change amounts or line items, void the invoice and duplicate it to create a corrected draft.
Can I send an invoice to multiple people?
Yes. When sending, you can add multiple recipients and include CC and BCC addresses.
What payment terms are available?
Upon Receipt, Net 15, Net 30, Net 45, Net 60, Net 90, or a custom due date. The default is Net 30.
Can I download a PDF of an invoice?
Yes. Open any Sent, Overdue, or Paid invoice and use the Download button in the right sidebar.
Can I change the invoice number?
Digits automatically generates invoice numbers, but you can edit invoices individually or set your own custom numbering format in Settings → Invoices.
How do I void an invoice?
Open the invoice and select Void Invoice. This permanently cancels it. Use Duplicate to create a corrected version if needed.
Can I create an estimate and then convert it to an invoice?
Not yet. Digits doesn’t currently support creating an estimate and converting it into an invoice. For now, you’ll need to create the invoice directly (or draft it and send it when ready).
Does Digits support automatic sales tax calculation?
Not currently. Add sales tax as a manual line item on invoices, and track it using a sales tax payable category in your chart of accounts.
Who pays the processing fee when a customer pays an invoice by credit card?
The business that sends the invoice pays the processing fee. Your customer is not charged any additional fees.
Do I need to complete business verification if I only accept offline payments?
No. You can create invoices and use the Mark as Paid flow to record payments received outside of Digits without completing business verification. Verification is only required if you want to send invoices with a payment link or collect payments directly through Digits.
Can I link multiple payments (or split deposits) to one invoice?
Not yet. Each invoice can only match one transaction in Digits today. If a customer pays in split/partial transfers, you’ll need to track that mapping outside Digits for now.
How do I view voided invoices?
From the Invoices page, click the menu in the top-right corner and select Show Voided Invoices. This will display all invoices that have been voided for reference or review.
Payments Pricing FAQ
See: Digits Pay Pricing
Got a question or feedback? Our team is all ears—come say hello!