Invoicing

Quote it, invoice it, get paid.
Beans watches for the money.

Quotes, invoices, credit notes and recurring invoices, from your own books. Customers pay by card or transfer, Beans chases politely when they're late, and an invoice is paid when the money lands.

Card, Apple Pay and PayTo Paid means the money landed

Invoices. Grouped by what each is waiting on: overdue first, then sent, drafts and paid. Quotes, credit notes and recurring invoices sit one tap over.

One job, quote to paid

A wedding for 120, start to finish.

Harbour Café quotes Mia Chen for her wedding: a 30% deposit when she accepts, the rest after the day.

1
The quote goes out.

Wedding catering for 120 guests, $14,300.00, valid for 30 days. Mia gets it by email with a link.

QuoteHC-Q0012
Wedding catering, 120 guests$13,000.00
GST$1,300.00
Total$14,300.00
2
Mia accepts online.

She accepts on the quote's page. Beans drafts the 30% deposit invoice for you to send.

ACCEPTED

Accepted 8 October

By Mia Chen, typed online.

3
The deposit, paid by card.

$4,290.00 paid from the invoice's page in a minute, while she's still on her phone.

4
Progress, at a glance.

The quote shows what's invoiced and what's to go, so nothing is billed twice or forgotten.

$4,290.00 invoiced of $14,300.00$10,010.00 to go
Invoice progressThe job's done
5
The rest, after the day.

One tap invoices the balance, $10,010.00, due in 7 days, with the deposit shown as paid.

Mia Chen$10,010.00HC-0021, the rest of HC-Q0012Due 29 Nov

What your customer gets

An invoice they can pay in a tap.

It arrives in your business's name with the PDF attached. The online page has Pay, with card, Apple Pay, Google Pay and PayTo, and your bank details for a transfer.

Invoice HC-0016 from Harbour CaféHarbour Café, to accounts@seasidephysio.com.au

Hi Seaside Physio,

Here's invoice HC-0016 from Harbour Café. The PDF is attached.

$990.00Due 30 October 2026
View invoice HC-0016
HC-0016.pdf1 page

Reply to this email and it reaches Harbour Café, filed on the invoice.

From Harbour Café
Invoice HC-0016

$990.00 due 30 October 2026.

Pay $990.00Download PDF

Card, Apple Pay, Google Pay or PayTo. Or pay by bank transfer, with the details on the invoice.

Tax invoiceHC-0016
FromHarbour Café Pty Ltd
ABN 51 824 753 556ToSeaside Physio
Issued 1 October 2026, due 30 October 2026
DescriptionQtyGSTAmount
Catering, Friday staff lunches, October 20261$90.00$990.00
Total$90.00$990.00
How to payBank transfer to Harbour Café Pty Ltd, BSB 062-341, account 1047 7730, reference HC-0016.

Chasing

Late payers get a polite nudge, on time.

Reminders go out in your business's name on the due date, then at 7, 14 and 30 days overdue, each a little firmer. They stop the moment money's on its way.

HC-0014, Harbour Rowing Club, $1,320.00
12 Oct
On the due dateInvoice HC-0014 is due todayJust a reminder. Friendly.Sent
19 Oct
7 days overdueInvoice HC-0014 was due on 12 OctoberIf it's on its way, thank you.Sent
26 Oct
14 days overdueInvoice HC-0014 is 14 days overduePlease pay it this week. Firm.Next
11 Nov
30 days overdueInvoice HC-0014 is 30 days overduePlease pay today.Then
Reply

Kingsford Dental replied to HC-0015 to say it's paid, so I've held the reminders. I'll match it when it lands.

"Paid this morning, thanks! Priya"
This week

I chased 3 invoices this week. Seaside Physio paid.

Matching

Paid means the money landed.

An invoice is paid when its money turns up: a bank line Beans matches, a card payment through Stripe, or cash you record. Never a tick.

  • The exact amount with its number is matched on its own, and you see it on the timeline.
  • A near amount is always a question, never a guess.
  • Your Stripe balance is an account in your books, its payouts matched to the bank.
Café accountFeed, 6:12 am
HARBOUR ROWING CLUB HC0014+$1,296.00
Thursday 22 October 2026

Harbour Rowing Club paid $1,296.00 for HC-0014 ($1,320.00). What's the $24.00?

A discount I gaveA fee their bank tookThey still owe itNot this invoice
Stripe balance, an account in your books$0.00
Payout to the Café account10 Oct-$4,216.77
Stripe fee8 Oct-$73.23
Mia Chen, HC-00178 Oct+$4,290.00

And the rest

Recurring invoices, credit, and the GST on all of it.

Recurring invoices that send themselves.

Set the schedule once. Each invoice names its own month and goes out on the day.

EveryMonth, on the 1st
SendsOn its own
Catering, Friday staff lunches, Month$990.00
Next: Catering for November 2026, sent 1 November.
Then: Catering for December 2026, sent 1 December.

Credit notes and customer credit.

Credit part of an invoice, or all of it. What's left over waits as the customer's credit until it's used or refunded.

Seaside Physio has credit$88.00

From HC-CN0003: Friday 16 October lunch, cancelled. Used on their next invoice.

HC-CN0003, adjustment note$88.00
GST adjusted$8.00

In the BAS, on your basis.

On cash, GST counts when the money moves. On accrual, it counts on the invoice's date. The Tax page shows which.

G1Total sales$84,200
1AGST on sales$7,654

GST on invoices not yet paid $290.00. GST counts when money moves in or out.

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