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Invoices and payments

How to use quotes and invoices without online payments

Send documents, explain how customers should pay outside IMPULSO, and keep balances correct when online payments are not active.

Updated

For: Owner, Admin

Before you start

  • Use this flow when you will not collect from the online payment button.
  • Decide how the customer should pay before you send the quote or invoice.
  • Do not mark an invoice paid until you receive the money.

1. Add payment instructions

  1. Go to Settings and open Documents.
  2. Review the Invoice, Quote, and Quote + deposit templates.
  3. Use notes, terms, or the document message to tell the customer how to pay.
  4. Save changes only when the wording is ready for future documents.
Invoice notes area for adding payment instructions

2. Send the quote

  1. Review customer, services, tax, discount, and total before sending.
  2. If the quote requires a deposit, confirm that the amount and instructions are clear.
  3. The customer can accept the quote even when payment happens another way.
  4. After acceptance, review the quote, job, or related invoice for follow-up.
Quote detail with status and financial summary

Quote acceptance and payment are separate. Review the balance or related invoice before closing the collection step.

3. Send the invoice and collect outside online payments

  1. Send the invoice when the customer, total, and due date are correct.
  2. If no online payment action appears, the customer can still review the invoice and follow the instructions you included.
  3. When you receive money by bank transfer, check, cash, or another method, record the payment on the invoice.
  4. Use Open balance to know whether to follow up or mark the invoice paid.
Invoice detail with paid amount and open balance

Statuses and options you may see

Draft

Meaning: The document exists, but it has not been sent to the customer yet.

Next step: Review payment instructions, services, and total before sending.

Sent

Meaning: The customer received the document or can review it.

Next step: Follow up based on the payment method you agreed on.

Accepted

Meaning: The customer approved the quote.

Next step: Review deposit, job, or related invoice before treating collection as complete.

Unpaid

Meaning: No payment has been applied to the related invoice yet.

Next step: Collect through the agreed method and record the payment when you receive it.

Open balance

Meaning: Money is still due.

Next step: Send a reminder or confirm the payment before closing the invoice.

Paid

Meaning: The invoice has no open balance.

Next step: Review history if you need to confirm payment date or method.