Getting paid starts with sending a professional invoice. Task Session’s built-in invoicing lets you create invoices, add line items, apply taxes and discounts, send them directly to clients, and track payment status — all without leaving the platform. This guide walks you through creating your first invoice from scratch, sending it to a client, and understanding the payment lifecycle from sent to paid.
Who this guide is for: Admins and finance team members who handle client billing.
What you will need: Admin-level access, at least one client profile created, and (optionally) a payment gateway configured if you want clients to pay online.
Before You Create Your First Invoice
For the smoothest experience, make sure these are in place before you start:
- At least one client exists — invoices are linked to client profiles. Create the client first if you have not already.
- Payment gateway configured (optional but recommended) — if you want clients to pay online through the portal, set up Stripe, PayPal, or 2Checkout in Payment Settings before creating invoices.
- Invoice branding configured (optional) — your logo, business name, address, and payment terms can be set up in Invoice Settings so they auto-populate on every invoice.
- SMTP/email configured — invoice notifications are sent via email. Without SMTP, clients will not receive the email alert when you send an invoice.
Creating an Invoice: Step-by-Step
- Navigate to the Invoices section from the main menu.
- Click Create Invoice (or the equivalent button in your version).
- Select the client. Choose the client this invoice is for. Their name, company, and billing address (if entered in their profile) will auto-populate on the invoice.
- Link to a project (optional). Associating the invoice with a specific project keeps your billing organised and makes the invoice visible to the client within that project’s context in the portal.
- Set the invoice date. This is the date the invoice is issued. It defaults to today but can be set to any date.
- Set the due date. When payment is expected. Common terms include Net 15, Net 30, or Due on Receipt. The due date determines when the invoice is flagged as overdue.
- Add line items. This is the core of your invoice. Each line item represents a service, deliverable, or product you are billing for.
Adding Line Items
Each line item typically includes:
| Field | What to Enter |
|---|---|
| Description | What you are billing for. Be specific — “Website redesign — homepage and 5 inner pages” is better than “Design work.” |
| Quantity | How many units (hours, items, deliverables). |
| Rate / Unit Price | The price per unit. |
| Amount | Auto-calculated: quantity multiplied by rate. |
Add as many line items as needed. Each one appears as a separate row on the invoice the client receives. Then continue:
- Apply taxes (if applicable). Add tax rates to the invoice. Tax amounts are calculated on the subtotal and displayed as a separate line.
- Apply discounts (if applicable). Add percentage or fixed-amount discounts. These are deducted before the final total.
- Add notes (optional). Include payment instructions, thank-you messages, bank transfer details, or any other information the client needs to see on the invoice.
- Review the total. Confirm that the subtotal, taxes, discounts, and final amount are correct.
- Save the invoice.
Sending the Invoice to Your Client
Saving an invoice does not automatically send it. You have control over when the client sees it.
How to Send
- Open the saved invoice.
- Click Send (or the equivalent action).
- Task Session sends an email notification to the client with the invoice details and a link to view and pay it in the portal.
Once sent, the invoice status changes from Draft to Sent.
SMTP required: The email notification only works if SMTP is configured. Without it, the client will not receive the email — but the invoice will still be visible in their portal if they log in. To make sure clients are notified promptly, configure SMTP before sending your first invoice.
The Invoice Lifecycle: From Sent to Paid
Every invoice moves through a series of statuses. Understanding these helps you track your receivables and follow up at the right time.
| Status | What It Means | What to Do |
|---|---|---|
| Draft | Invoice has been created but not yet sent to the client. | Review and finalise, then send. |
| Sent | Invoice has been sent. The client has been notified via email. | Wait for the client to view and pay. Follow up if needed after a few days. |
| Viewed | The client has opened the invoice in the portal. | The client is aware. If payment does not follow within a reasonable time, send a reminder. |
| Paid | Payment has been received and recorded. | No action needed. The invoice is closed. |
| Overdue | The due date has passed without payment. | Follow up with the client. Consider sending a payment reminder through Task Session. |
Automatic status updates: When a client pays through an integrated payment gateway (Stripe, PayPal, or 2Checkout), the invoice status updates to Paid automatically. If the client pays outside of Task Session (bank transfer, cheque, cash), you will need to manually update the status.
How the Client Experiences the Invoice
When a client receives an invoice, here is what happens from their perspective:
- They receive an email notification with invoice details and a link.
- Clicking the link takes them to the invoice in their Client Portal.
- They see the full invoice: your branding, line items, taxes, discounts, total, and due date.
- If a payment gateway is configured, they see a Pay Now button that takes them through a secure payment flow.
- After paying, they see the status change to Paid as confirmation.
If you have configured invoice branding, the client sees your logo, business name, and contact details — not Task Session’s default branding.
Payment Gateways: How Online Payments Work
Task Session supports three payment gateways. Each one allows clients to pay invoices directly from the portal.
| Gateway | How It Works | Best For |
|---|---|---|
| Stripe | Client pays via credit/debit card. Payment is processed through your Stripe account. | Most businesses. Supports cards in 135+ currencies. |
| PayPal | Client pays via PayPal balance or linked payment method. | Businesses with international clients who prefer PayPal. |
| 2Checkout | Client pays via card or local payment methods through 2Checkout. | Businesses needing regional payment method coverage. |
Payment gateways are configured in Payment Settings with API keys or account credentials. For a detailed setup guide, see the payment merchants integration guide already published on your site.
Best Practices for Invoicing
1. Be specific in your line item descriptions
Vague descriptions like “Services rendered” invite questions and delays. Describe what you delivered: “Social media management — March 2026 (15 posts, 3 platforms)” or “Website audit report — technical SEO and content analysis.”
2. Set realistic due dates
Net 30 is standard for most B2B relationships. If cash flow is a priority, use Net 15 or Due on Receipt. Whatever you choose, be consistent so clients know what to expect.
3. Send invoices promptly
Send invoices as soon as the work is delivered or the billing period ends. The longer you wait, the longer it takes to get paid.
4. Configure payment gateways before your first invoice
If you want clients to pay online, set up at least one gateway before sending invoices. An invoice without a Pay Now button means the client has to arrange payment outside the system, which adds friction.
5. Follow up on overdue invoices
If an invoice goes overdue, do not wait. Send a polite reminder through Task Session or reach out directly. The longer an invoice stays overdue, the harder it becomes to collect.
6. Use recurring invoices for retainer clients
If you bill the same client the same amount every month, set up a recurring invoice instead of creating one manually each time. See the recurring invoices article for details.
Frequently Asked Questions
Can I edit an invoice after sending it?
This depends on your Task Session version. Some versions allow editing sent invoices (the client sees the updated version). Others require you to void the original and create a new one. Check the invoice options in your version.
Can I send invoices in different currencies?
Task Session supports multi-currency invoicing. The currency is typically set at installation. If you need to invoice in a different currency, check your system settings for currency configuration options.
What if the client pays outside of Task Session?
Manually update the invoice status to Paid. Open the invoice and change its status so your records stay accurate and the client sees the correct status in their portal.
Can I add recurring taxes to all invoices?
Tax rates can be configured in your invoice or system settings so they auto-apply. Check your Invoice Settings for default tax configuration.
Can clients see invoices from other clients?
No. Each client only sees invoices addressed to them. Invoice data is completely isolated between clients.
