Mallow Help Center
How-to Guides

Create an invoice

Follow this click-path to create an invoice from your Mallow portal:

On mobile, tap the New (+) button in the bottom navigation bar and select New Invoice. The rest of the workflow is the same on all screen sizes.

  1. Click on the "+ New" button on the left-hand navigation, and select New Invoice from the dropdown menu.

  2. Select the client you wish to invoice, then click on the "Next Step" button.

    • If the intended client is not yet in your list, select the "Bill new client" button in the top right corner of the module and create a new client profile.

  3. If your company accepts more than one currency, choose Select Currency: US Dollar ($) or Canadian Dollar (C$). Then choose how you wish to be paid (Card, bank transfer, or allow the client to decide), and set the invoice cadence (one-off invoice, recurring invoice, or subscription-style invoice). Bank transfer availability depends on the invoice currency and your payment provider. For Sola CAD invoices, only Card is available. See Invoice in USD and CAD. If you choose a recurring or subscription cadence, you will be prompted to select an interval from these options: Weekly, Monthly, Every 4 Weeks, Quarterly (3 months), Semi-annually, and Annually. Select your desired interval, then click on the "Next Step" button to proceed. To read more about the different invoice styles, read our Invoice Types help article.

  4. Add your line items, then click on the "Next Step" button.

    • When adding line items, you'll see a Products section on the right side of the builder. This panel shows previously saved line items you can quickly add to this invoice.

    • Check Add to Products when creating a new line item to save it for reuse on future invoices.

    • It is best practice to be detailed in your line item names and descriptions. Invoices are used as anti-fraud evidence when a payment is flagged for security review, or if the payment is included in a dispute.

    • You can apply a discount to each line item using the Discount field. Toggle between percentage (%) or dollar ($) amounts. Clearing the discount field removes the discount entirely.

  5. Add a due date, include sales tax if necessary, and any notes you'd like to be displayed on the invoice. Click on the "Next Step" button to proceed.

    • Send invoice today is checked by default. Uncheck it to reveal a Send date picker and schedule the invoice for a future date.

    • The send date must be after today, and the earliest due date becomes the day after the selected send date.

    • A scheduled invoice stays in a draft state until it is sent on it's scheduled send date. The dashboard on the Money page shows the status of scheduled invoices as Scheduled.

  6. Review your invoice for errors, correct details, and brand consistency. If there are any errors on the live preview, go back to correct them before clicking the "Send Invoice" button.

Mallow assigns each invoice its number automatically from a per-company sequence: a company with no prior invoices starts at 111, then receives 112, 113, and so on. Existing invoice numbers are preserved, and a number never changes after the invoice is created, even when you save the invoice again. The sequence can include gaps when an invoice is deleted or abandoned.

Select recipients

Clicking Send Invoice on a regular invoice opens a Select recipients dialog where you choose who receives the invoice email.

  1. The client's main point of contact is listed first and checked by default. Select any additional contacts, or Yourself.

  2. Send Invoice stays disabled until at least one client point of contact is selected — selecting Yourself alone is not enough.

  3. To email a different contact instead of the main point of contact, uncheck the main point of contact and check the additional contacts you want.

To publish the invoice without emailing anyone, select Publish without sending invoice. This disables the recipient checkboxes and changes the action to Publish Invoice. Publishing shows New invoice published and directs you to Copy invoice link in the Money page dashboard to share the invoice. Invoices published this way appear with the Published status. Publish without sending invoice is only offered for one-off invoices; it is not available when you create a new recurring invoice.

What happens next?

After you send an invoice, the client receives a company-branded email with a link to review the invoice. They can also pay through the public invoice link if you copy it and send it another way (e.g. SMS, separate email, etc). If you cancel the invoice, the link stops working and your client cannot access the invoice.

See when clients opened your invoice's public link, and from which IP address. View-count logs each successful public invoice-link view; it does not track email opens, payment completion, or other invoice activity.

  1. In Money > Dashboard, open the three-dot menu on the invoice you sent and select View-count.

  2. In the Views - invoice modal (the title includes the invoice number), review each view listed by date, time, and IP address.

View-count is available for every invoice except those displayed as Not Sent. When an invoice has no recorded views, the modal shows No views yet. Any authenticated user in your company, including read-only users, can open the view history for invoices belonging to your company.

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