Invoicing

Customisation & branding

Make every invoice look like it came from your business, not a template.

• Add your logo, brand colours and custom footer notes
• Sequential auto-numbering (HMRC-compliant) with a custom prefix
• Per-line item description, quantity, unit price, VAT rate
• Configurable payment terms (default 30 days, change per client)
• Notes field for thank-yous, payment instructions or T&Cs
• Optional QR code for instant payment
• Bilingual / multi-language line items

Multi-currency

Bill clients in their currency. Books stay in yours.

• Issue invoices in GBP, USD, EUR, AUD, CAD, SGD, CHF, JPY, HKD, AED, BGN, INR + more
• FX locked at invoice date so the GBP value never drifts
• Realised gain/loss handled automatically when payment lands
• Per-trading-entity base currency (run a UK Ltd and a US LLC side by side)
• Stripe, Wise and Mercury feeds reconcile multi-currency payments natively

Recurring invoices

Subscriptions, retainers, monthly billings — set once, forget forever.

• Frequencies: weekly, monthly, quarterly, yearly
• Set a start date, end date or run-forever
• Pause and resume any template
• Auto-generate via daily cron — no manual trigger
• Edit the template once, all future invoices follow

Automatic chasers

Payment chasing without becoming the awkward one.

• Polite escalation cadence (3, 7, 14, 30 days overdue)
• Email copy that gets firmer without becoming aggressive
• Logged in the chase history per invoice
• Cron-driven — runs even when you're on holiday
• Mute chasers per invoice or per client when you're in conversation

Payment tracking

Know who's paid, who's late, and who's about to be late.

• Mark-as-paid in one click with payment date
• Auto-match payments from your bank feed
• Status: draft → sent → paid → overdue → cancelled
• Full payment history per invoice
• Aged debtors view across all clients

Credit notes

Cancel or reduce an invoice without breaking your VAT return.

• One-click credit note from any invoice
• Reverses revenue in the P&L for the correct period
• Reverses VAT on the next 9-box return
• Full audit trail showing original invoice and credit
• Send credit note PDF to your client

Inbound invoicing

Got an invoice FROM a client or supplier? We can read those too.

• Forward to documents@accounts-os.com to capture instantly
• OCR extracts header + line items from PDFs and images
• Routes supplier invoices into Bills (AP)
• Catches duplicates before they hit your books

Estimate → Invoice

Quote on Monday, invoice on Friday — same data, no retyping.

• Convert any accepted estimate to an invoice in one click
• Line items, VAT, client carry over
• Estimate stays in the audit trail linked to the invoice
• Configurable estimate expiry (default 30 days)

Monthly retainer client

Set up a recurring monthly invoice for £4,000 + VAT, run-forever, with chasers enabled. Every 1st of the month it goes out automatically. You never think about it again.

International SaaS customer in USD

Invoice an enterprise customer in USD. We lock the GBP value at invoice date, send a branded PDF, then auto-reconcile when the Wise transfer lands.

Project quote → final invoice

Send an estimate for a fixed-fee project. When the client says yes, convert in one click. Invoice line items already populated.

Stripe-paid customer

You take Stripe payments. Add the QR/link to your invoice. Customer pays. Stripe payout reconciles to the invoice automatically.

Transactional email delivery — invoices and chasers go out from your domain.

Add a payment link / QR to each invoice. Reconcile payouts automatically.

Multi-currency settlement — match Wise transfers to invoices in any of 40+ currencies.

Match USD payments from US business banking.

Pulls your company number, registered address and VAT registration onto every invoice.

Create, send and mark invoices paid by chatting with Claude.