Invoices

Seleckt's invoicing lets you bill your clients directly from the same platform where you deliver their photos. Create professional invoices, track their status, send reminders, and record payments — all in one place.

Summary cards

At the top of the Invoices page you will see three summary cards:

• Outstanding — the total amount currently owed to you across all unpaid invoices.
• Paid — the total amount you have collected.
• Overdue — the total amount past its due date.

These numbers update in real time as payments come in and invoices age.

Creating an invoice

1. Click Create Invoice from the Invoices page or the Dashboard quick actions.
2. Select a client — choose from your existing clients or add a new one.
3. Attach a gallery (optional) — link the invoice to a specific gallery. This is useful so your client sees the connection between the photos and the bill.
4. Set the currency — Seleckt supports multiple currencies. Choose the one that matches your agreement with the client.

The new invoice is filed into a Job automatically — its own new job, or the job you started from if you clicked Create new on a job page.

Adding line items

Each invoice is built from line items. For each item:

1. Click Add Line Item.
2. Enter a description (e.g., "Wedding photography — 8 hours").
3. Set the quantity (e.g., 1).
4. Set the unit price (e.g., 2,500.00).
5. The line total is calculated automatically.

Add as many line items as you need. You can also quick-add items from your product catalogue to save time.

Tip: Keep your line items descriptive. Instead of "Photography", write "Wedding photography — ceremony and reception coverage, 8 hours". Your clients appreciate the transparency and it reduces questions.

Tax and discounts

• Tax rate — set a percentage that applies to the subtotal (e.g., 10% GST).
• Discount — apply either a flat amount (e.g., $100 off) or a percentage (e.g., 15% early-bird discount).

Both are optional. The invoice total is recalculated automatically as you adjust these fields.

Due date

Set a due date for when you expect payment. This date is displayed prominently on the invoice and used for overdue tracking and reminders.

Tip: A 14-day payment window is a common default. For weddings and events, some photographers require a 50% deposit upfront and the balance within 7 days of delivery.

Invoice statuses

Every invoice moves through a lifecycle:

Statuses update automatically based on client actions and payment events, except Cancelled, which is always your decision.

Deleting a draft

A draft has never been sent, so your client can't see it anywhere — not in their portal, on a booking, or through a pay link. To discard one, click Delete draft in the header (or select drafts on the invoices list and use Delete). The draft is removed completely. If it was a booking's primary invoice, the booking is unlinked; if it was converted from a quote, the quote can be converted again. If it billed some of a quote's items (Bill selected items), those items become billable again, and a booking pointing at it moves to the quote's next part that no other booking points at, for the same client and currency, or is released if there is none. Deleting cannot be undone, and a draft that has just been sent from another tab is not deleted.

Cancelling an invoice

Cancel invoice in the header withdraws a sent, viewed or overdue invoice that has no payments recorded — an invoice with money on it must be refunded instead, and a draft is deleted rather than cancelled. You can add a private reason; the client never sees it. A cancelled invoice keeps its number, lines and history, but:

• its pay link and the client portal show it as cancelled and offer no payment, and every card-payment page opened for it — including a payment link you shared — is closed;
• reminders stop, and it leaves your Outstanding total and the job's Total and Balance;
• if it was a booking's primary invoice, the booking is unlinked so its pay link never points at it;
• if it was converted from a quote, the quote can be converted again once no other invoice from it is still open;
• if it billed some of a quote's items (Bill selected items), those items become billable again, and a booking it was primary for moves to the quote's next part that no other booking points at, for the same client and currency, instead of being unlinked — one already sent first, then a paid one, then a draft — or is released if there is none. Once it is cancelled, the success message names where it went: "BK-… now points at INV-…."

Cancellation cannot be undone. Before cancelling, Seleckt closes the invoice's card-payment pages with Stripe, so:

• if the client has just paid by card, or a bank payment is still processing, nothing is cancelled — refresh in a moment and the payment appears;
• if Stripe can't be reached, nothing is cancelled — try again in a minute.

In the rare case a card payment still lands on a cancelled invoice, the payment is recorded and the invoice returns to Paid or Partially Paid — and what the cancellation undid is put back: the quote points at it again (unless another invoice from that quote has been issued since, which is left alone), the bookings it was primary for are relinked (unless you have linked them elsewhere), and any booking deposit it had credited is credited again. An invoice that billed some of a quote's items never takes the quote back — the quote stays billed item by item — and a booking that moved to another invoice from the quote when it was cancelled stays there while that invoice is live. If another live invoice from the quote now bills the same items, the notification names it, and no more of the quote's items can be billed until you cancel that other invoice (or delete it, if it is a draft) — the revived one holds a card payment, so it can't be cancelled, and if the other one holds a client payment or was refunded too, sort it out by hand; a refund does not clear it. If instead another live invoice bills the whole quote, the notification says "INV-… bills the whole quote this invoice bills part of — check that the work is not billed twice", and no more items can be billed beside it either. If you had used Cancel and reissue, a replacement that is still a draft is deleted; one you have already sent stays live, so two invoices then bill the same work — you get a notification either way, naming the other invoice when there is one, so you can cancel or refund one of them.

If you had already cancelled or deleted that replacement yourself (or a later one, when it was reissued again), the bookings it released are not linked back on their own — you released them, and a booking you had linked to the replacement may never have been this invoice's. The same goes for a booking you linked by hand to a draft replacement that is deleted. The notification tells you about them, and the invoice's page shows a Bookings to review card: click Link to INV-… beside each booking this invoice bills, or Leave them unlinked. A booking you link anywhere else drops off the card by itself. A deposit the invoice had counted before it was cancelled is counted on it again; any other deposit paid on the booking is offered on the booking's page after you link. Until you link a booking, its own page still shows the client its payment plan, so review these soon.

Cancel and reissue is never turned away by the free-plan invoice limit: it withdraws one invoice and issues one, leaving you with the same number of live invoices, so you can still correct an invoice when you have reached the limit. The replacement is a new invoice, so — like a cancelled one — it still counts towards your plan's total.

Sending an invoice

1. Open the invoice you want to send (it must have at least one line item).
2. Review the details — client, amounts, due date.
3. Click Send Invoice.
4. The client receives an email with a link to view and pay the invoice.

The invoice status changes to "Sent" immediately. When the client opens the link, it changes to "Viewed".

Payment reminders

If an invoice is approaching its due date or has gone overdue, you can send a reminder:

1. Open the invoice.
2. Click Send Reminder.
3. The client receives a follow-up email with the invoice details and a pay button.

You can send reminders as often as needed. Each reminder is logged in the invoice activity history.

Tip: A friendly reminder 3 days before the due date can make the difference between on-time payment and chasing. Send another one the day after it becomes overdue.

Recording manual payments

Not every client pays online. If you receive cash, a bank transfer, a cheque, or a wire payment:

1. Open the invoice.
2. Click Record Payment.
3. Choose the payment method (cash, bank transfer, cheque, wire, or other).
4. Enter the amount received.
5. Optionally upload proof of payment (a photo of the cheque, a bank transfer confirmation, etc.).
6. Click Save.

The payment is recorded and the invoice balance updates immediately. If the amount covers the full balance, the invoice moves to "Paid". If it is a partial amount, the status changes to "Partially Paid".

For more details on payment tracking, see Payments.

Invoices and jobs

Every invoice belongs to a Job, shown in the Job panel in the sidebar together with the quote, bookings and contract it goes with. Payments recorded on the invoice count towards the job's Paid figure and towards the linked booking's Collected amount.

• Link to booking in the header attaches this invoice to a booking for the same client and currency — a completed shoot included — making it the booking's primary invoice and filing both into one job. Linking does not move a deposit already paid on the booking onto the invoice: the booking page then shows a banner offering to credit it, and nothing changes until you confirm there. See Bookings and jobs.
• The invoice takes over payment. Once a confirmed booking's primary invoice has been sent, your client pays the invoice: their portal booking shows this invoice's balance and a Pay invoice button, and the booking's own pending instalments stop being offered, so the same money can never be asked for twice. A draft does not take over. Neither does an invoice while the booking page's credit banner is waiting for your Update, or while an instalment is still held (Authorized) on the client's card — in both cases this invoice's balance is not yet what the client really owes. Cancelling or unlinking the invoice hands payment back to the booking's instalments. When the invoice is one part of a quote billed item by item, cancelling it moves the booking to another part of the quote it can take instead (deposit credits on it are released — see the credit banner on the booking page), and while it can't take money — paid, refunded or still a draft — the client pays the next part they have been sent. See Bookings and jobs.
• An invoice created with Convert to invoice on a quote, or Generate invoice on a booking, records where it came from in its history.
• An invoice created with Bill selected items on a quote bills exactly those items, and its history reads Billed from quote items. Its lines, tax and discount are fixed; its edit page shows Lines are fixed — "This invoice bills some of a quote's items, so its lines, tax and discount can't change. Delete or cancel it, then bill the items again; the due date stays editable." See Billing items separately.
• A change-order invoice — one line for the difference after a client accepts a revised quote — is created from the quote's reconcile card and remembers its quote, so the quote always knows how much has been invoiced from it. See Revising an accepted quote.

Downloading a PDF

You can download any invoice as a professional PDF:

1. Open the invoice.
2. Click Download PDF.
3. The PDF includes your business details, client information, line items, tax, discount, and total.

The PDF is useful for your own records or for clients who prefer a file over a web link.

Saving as a template

If you regularly send similar invoices (e.g., a standard wedding package), save an invoice as a template:

1. Open the invoice.
2. Click Save as Template.
3. Give the template a name (e.g., "Standard Wedding Package").

Next time you create an invoice, you can start from this template. All the line items, descriptions, and pricing are pre-filled. Just assign a client and adjust as needed.

Bulk actions

On the Invoices list page, select multiple invoices using the checkboxes, then choose from:

Tip: At the end of each month, use "Export CSV" to pull all invoices into a spreadsheet for your accountant. Filter by date range first to get exactly the period you need.

Multi-currency support

If you work with international clients, you can set a different currency for each invoice. Seleckt supports all major currencies. The currency is set when you create the invoice and applies to all line items, tax, and discounts on that invoice.

Each invoice operates in a single currency — you cannot mix currencies within one invoice. If you need to bill in multiple currencies, create separate invoices.

What to do next

• Track all your payments in one place: Payments
• Send a quote before invoicing: Quotes
• Build a product catalogue for faster invoicing: Products