Use your Bluevine dashboard to create, send, and manage invoices, as well as add or update items and customers. You can track payment status, mark invoices as paid, and view transactions. This guide walks you through each step to keep your invoicing organized and up to date.

What is an Invoice? 

An invoice is a bill for products or services provided. With Bluevine, in just a few clicks, create professionally formatted, itemized invoices customized with your company logo. You can also create and send invoices using our mobile app for IOS and Android.

Items

What are items?

Items are the products or services listed in an invoice.

How do I add items?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Items on the left-hand menu.
3. Select Add Item.
4. Fill in details: Name, Price, Tax rate, and Description.
5. Select Save to complete creating Item.
   1. Select Cancel to go back to Items page.
6. A confirmation popup will appear, select Done or Add another item.

How do I view and manage items?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Items on the left-hand menu.
3. Select an item and the details will appear on the right-hand side.
   1. View and manage items as needed.

How do I delete Items?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Items on the left-hand menu.
3. Select an item and the details will appear on the right-hand side.
4. Select Delete under Quick actions.
5. Select Yes, delete.
   1. Select Cancel to go back to the Items page.
   2. If an item is part of an open invoice, an “Unable to delete” error will appear. Select Go back to return to the Items page.

Customers

What are customers?

Customers are the people or organizations you bill using an invoice.

How do I add customers? 

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Customers on the left-hand menu.
3. Select Add customer.
4. Fill in details: business/person, name, company, email, and optionally billing address, phone, and notes.
   1. If Person: First and last name are required.
   2. If Business: Company is required."
5. A confirmation popup will appear. Select Done or Add another customer.

How do I view and manage customers?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Customers on the left-hand menu.
3. Select a customer and their details will appear on the right-hand side.

How do I delete customers?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Customers on the left-hand menu.
3. Select a customer and their details will appear on the right-hand side.
4. Select Delete under Quick actions.
5. Select Yes, delete.
   1. Select Cancel to go back to the Customers page.
   2. If a customer is part of an open invoice, an “Unable to delete” error will appear. Select Go back to return to the Customers page.

Invoices

How do I create an invoice?

Note: This feature is available on web and on the mobile app.

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Invoices on the left-hand menu.
3. Select Create Invoice.
4. Optional: Select Add Logo to include a company logo within the invoice.
   1. Upload the logo file and select Next to continue or Cancel to return to the invoice.
   2. Adjust logo as needed and select Save to continue or Go back to return to the invoice.
5. Fill out invoice details including: Customer, Invoice number, Send date, Due date, and Note to customer. Note: if you are not connected to Stripe, you can use the Note to customer field to advise them on your preferred form of payment.
   
   1. If you are a Bluevine Premier or Plus plan customer, you can select a frequency for any recurring invoices. For more details, refer to this support article.
   2. Select customer from list or select Add customer to add a new customer.
   3. Select items from list or select Add item to add a new item.
6. If the Stripe connection isn’t completed or pending, select Connect to accept customer payments via Stripe.
   Note: If payment is from outside of Stripe, a Stripe connection is not required; just let your customer know your preferred payment method and manually update the invoice status to paid once they complete the payment. If you would like to connect to Stripe and accept payments via cards, wallets, or ACH direct debit, continue the Stripe connection process.
   
   1. To complete the Stripe application for new or existing users to connect, refer to this support article.
7. Select Save and Preview. 
8. Select a method to preview and share the invoice. 
   1. Email: Select Email, review, and confirm the invoice details. Check the box to be CC’d on invoice email, and select Send email when ready to send. 
   2. Unique URL: Select Unique URL, review, and confirm the invoice details. Select Create Invoice link when ready to create. 
   3. PDF: Select PDF, review, and confirm the invoice details. Select Create PDF when ready to create.  
      1. Note: When you send an invoice as a PDF, it won’t include a payment button. To allow your customer to pay online, we recommend sending the invoice by email or sharing the unique payment link. 

   4. SMS: Select SMS, Your customer’s phone number is required in order to send SMS. Review, and confirm the invoice details. Select Send SMS when ready to send. 

      1. Important: The first time sending an SMS to your customer, we will ask if you have consent to send the SMS. Check the box to confirm, and Select Send SMS to complete sending text or Select Go back to return to previous page. 
9. Optional: Select Upload attachment to include an attachment in the invoice. 
   1. Accepted Formats: PNG, JPG, or PDF with a max file size of 20 MB.
10. Select Done to complete creating invoices or Create another invoice if more are needed.

How do I send a payment link instead?

Don't need a full invoice, but still need to get paid by a customer? Try payment links. Process and accept customer payments via card, ACH, and digital wallet with secure payment links powered by Stripe2. For more information, refer to How do I manage Payment Links?

How do I filter invoices?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Invoices on the left-hand menu.
3. Select Filter.
4. Select Due date filter: Today, Yesterday, This week, This month, This year, All time, and Customer. 
5. Select Status filter: Draft, Unpaid, Overdue, and Paid.
6. Select Apply to view filtered invoices or Reset filter.

How do I mark an invoice as paid?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Invoices on the left-hand menu.
3. Select the invoice you want to update.
   1. Note: Invoices with the statuses Unpaid or Overdue haven't been paid yet.
4. Under the quick actions, select Mark as paid.
5. Select the date the payment was received.
     
6. Select the applicable payment method.
7. Select Save to complete marking invoice as paid or select Cancel to return to invoice page.
   1. Note: Once an invoice has been marked as paid this cannot be undone. 

How do I delete an invoice?

1. Sign in to your Bluevine dashboard.
2. Navigate to Sales then Invoices on the left-hand menu.
3. Select the invoice you want to delete.
   1. Invoices in Draft, Unpaid, and Overdue statuses can be deleted.
4. Under the quick actions, select Delete.
5. For recurring invoices you will have two options:
   1. Delete this invoice only - this option only removes the selected invoice; future invoices will still be sent as scheduled.
   2. Delete this and all future invoices - this option removes the entire invoice series starting from the selected invoice onwards.
6. Select Yes, delete to complete, or select Cancel to go back to the invoices page.

How do I add, edit, or delete a logo?

To add/modify a logo within in an invoice:

1. Hover over the logo/placeholder and select the pencil icon. 
2. Add/delete or update logo as needed.

To add/modify a logo from your profile:

1. Go to Profile and select Personal and Company.
2. Locate the logo/placeholder near shipping details.
   1. To edit: Hover over the logo/placeholder and select the pencil icon.
      1. You will get the option to upload your logo.
   2. To delete: Select Delete, logo will be removed.
3. Complete changes as needed.

How long does a payout take to deposit?

The first payout is typically scheduled 7-14 days after receiving the first payment. This timeframe helps Stripe manage some of the risks involved in offering payment processing services, ensuring they make responsible and secure decisions for both customers and their business. Subsequent payouts follow the account’s designated payout schedule. Payout Schedules include: daily, weekly, monthly, and instant intervals. To update and manage the payout schedule, go to Payout settings in the Stripe Dashboard. Payout settings are managed by Stripe. For more information on Stripe's Payout policy, please visit https://stripe.com/resources/more/payouts-explained.