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An invoice in Hiveku is the bill itself and the email that delivers it. You choose who it is for, add the lines from your catalog, decide whether reminders and receipts go out, and then either email it to your client or save it as already sent. This guide bills Lena Ortiz at Quillfeather Bakehouse for Northwind’s October wholesale order. Lena already has the order’s paperwork, so the invoice is saved as sent, which emails nobody. The last section shows the email you would send.
Until you connect a payment processor, your clients can’t pay online: the Pay online link in the invoice email won’t work yet. You can still send invoices and record checks, cash and transfers yourself. Northwind has no processor connected, so online payment isn’t shown here.

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Start a new invoice

1

Open Invoices

Click Commerce in the left rail, then Invoices, then New invoice at the top right.
The Commerce menu with Invoices outlined, and the Invoices page with its Invoices and Recurring tabs and the New invoice button outlined

Invoices, and New invoice

2

Start blank or from a template

Start from at the top is Blank invoice. Pick one of your invoice templates instead to start with its lines, notes and terms already filled in.
The Start from list open with Blank invoice ticked, then Northwind standard, Office coffee service (monthly) and Wholesale order, outlined

Northwind's templates under Start from

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Say who it’s for and what they’re paying for

1

Title and client

The Invoice title is an optional headline shown above the lines. Pick the Client: the invoice is emailed to them. Company and Deal are optional and link the invoice to that company and deal in your CRM.
Invoice title October wholesale order outlined, and under Client and deal the Client Lena Ortiz, the Company Quillfeather Bakehouse and the Quillfeather Bakehouse deal, each outlined

Lena Ortiz at Quillfeather Bakehouse

2

Number and dates

Invoice # shows the number the invoice will get. Leave it blank to use it, or type the number of an invoice you are moving over from another app. Payment terms start from your default terms, and Due date follows them.
Invoice # NW-2026-001001 outlined, Issue date 10/21/2026, and Payment terms Net 30 with Due date 11/20/2026 outlined

NW-2026-001001, Net 30

3

Line items

Click Pick from catalog… on a line, choose a product and type the quantity. Click Add line for the next one. To add your products first, see Add Your Products and Services.
Three lines, each picked from the catalog and outlined: 6 House Espresso 5 lb wholesale bags at 62.00, 2 Ethiopia Yirgacheffe 5 lb bags at 78.00 and 2 hours of Barista training at 85.00, and the Add line button outlined

Espresso, single origin and training

4

Notes, terms and tax

Write a thank-you or a delivery note in Notes, and how to pay in Terms. Both print on the invoice.Tax rate (%) says Auto: the rate is worked out from the client’s state and your tax settings when you save. Type a rate only to override it. Add a Discount if you give one.
The Notes and Terms boxes with Northwind's text outlined, and on the right Subtotal $698.00, Discount, Tax rate (%) Auto outlined, Tax $0.00 and Total $698.00

Notes, Terms, and Tax rate on Auto

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Choose reminders, receipts and the email

1

Invoice settings

Under Invoice settings, three switches decide what Hiveku does for this invoice:
  • Allow client to make partial payments for this invoice: lets the client pay part of it online.
  • Send automatic payment receipts for all payments: emails the client a receipt for each payment.
  • Send automatic payment reminders: emails reminders as the due date comes and goes. Off, it says No automatic reminders will go out.
Under Delivery, Attach PDF copy to email adds the invoice PDF to the email. Send the default email to recipient sends Hiveku’s standard invoice email. To starts as the client’s email; add anyone else in Cc or Bcc.
Invoice settings: Allow client to make partial payments off, Send automatic payment receipts on, Send automatic payment reminders off and outlined, and under Delivery Attach PDF copy to email on, with Send the default email to recipient and Send a custom message outlined, and the To, Cc and Bcc boxes

Reminders off, the default email

2

Your own words, if you like

Click Send a custom message to write the email yourself: a Subject and a Message. Insert field adds a tag, such as the client’s first name or the amount due, that is filled in when the email is sent. Northwind keeps the default email.
Send a custom message selected and outlined, with the Subject box and the Message editor with its Insert field button, both outlined

Subject and Message, for a custom email

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Save it

The three buttons at the top of the page do different things:
  • Save draft saves it and sends nothing. Open it later to send it.
  • Save as sent is for an invoice your client already has, such as one you are moving over from another app. Nothing is emailed or texted.
  • Save & send saves it and emails your client straight away, with no review step. To read the email first, use Save draft, then Send on the saved invoice (see the last section).
New invoice with the Save draft, Save as sent and Save and send buttons outlined, and PDF will be attached under them

Save draft, Save as sent and Save & send

1

Save as sent

Northwind clicks Save as sent. The dialog explains that the invoice counts as open from now on: it shows in your receivables and in the client’s portal, and its number can no longer change.Send Hiveku’s payment reminders sends reminders a few days before the due date, then at 7 and 14 days overdue. Leave it unticked if your old app already reminded the client. Then click Save as sent.
The Save this invoice as sent dialog, with Send Hiveku's payment reminders unticked and outlined, and the Save as sent button outlined

Nothing is emailed or texted

2

The saved invoice

The invoice opens marked Sent, and its History says Marked as sent, not emailed. The Payment reminders card on the right shows whether reminders will go out, with a switch to change it.
Invoice NW-2026-001001 with the Sent badge outlined, Lena Ortiz, the three lines and a total of $698.00, Payment reminders: off, and the History entry Sent, Marked as sent, not emailed, outlined

NW-2026-001001, sent but not emailed

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Check the PDF

Click the … button at the top right, then Download PDF. The same menu has Edit, Turn into subscription, Make recurring, Save as template and Void invoice.
The ... menu open under Resend and Collect payment, with Download PDF outlined above Edit, Turn into subscription, Make recurring, Save as template and Void invoice

Download PDF, in the ... menu

The PDF uses your default invoice design. To change the design, see Set Up Invoicing.
The invoice PDF: October wholesale order, Bill to Lena Ortiz, Quillfeather Bakehouse, the three lines with an orange table header, Total $698.00, the notes, payment instructions and terms

Lena's invoice, as a PDF

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Email it to your client

On a saved invoice, click Send at the top. The email opens for you to check before it goes: To, Subject, an optional Message, and Attach the invoice as a PDF. Send now emails it. Northwind’s invoice was saved as sent, so its button reads Resend, and nothing was sent. When no payment processor is connected, this window warns that the Pay online link in the email won’t work yet. Your client can still pay by check or transfer, and you record the payment yourself.
The invoice email dialog with Subject Invoice NW-2026-001001, an empty Message, Attach the invoice as a PDF ticked, Sending from your verified domain Northwind Coffee Roasters, the warning that no payment processor is connected so the Pay online link won't work yet, outlined, and the Cancel and Send now buttons

The email, with the payment warning

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Good to know

  • Reminders follow the switch on the invoice. Turn them on or off on the Payment reminders card at any time; nothing goes out from a draft.
  • A sent invoice can still be edited. Click … > Edit to fix a line or a date. Its number stays the same.
  • Your client’s portal shows it. Once an invoice is sent or saved as sent, it appears in the client’s portal.
  • More: Invoices covers every invoice setting. Next, record a payment when the check arrives.