Creating quote and invoice documents

What this feature does

Clientwharf can create simple quotes and invoices as branded PDF documents, and share them with a client in their portal. Each document has a status that you set yourself.

Clientwharf doesn't process payments. There are no payment buttons, payment links or card fields in documents or portals. Your client pays you the way you have agreed, outside Clientwharf, and you update the status when it is paid.

Quote and invoice documents are available on Freelancer Pro and above, and during the free trial.

Create a document

1. Open Documents at /app/documents.
2. Select New quote or New invoice.
3. Fill in the details:
   • Title. For example "Website redesign, phase 1".
   • Client, and optionally one of the client's projects.
   • Issue date and an optional due date (for invoices) or valid until date (for quotes).
   • Currency.
   • Line items. Each line has a description, a quantity and a unit price.
   • Tax rate (%), if you charge tax on this document.
   • Notes, such as terms or a thank-you message.
4. Select Create quote or Create invoice. The document is saved as a draft, and you can select View PDF to check it.

Numbers are assigned automatically when you create the document (for example Q-1 for quotes and INV-1 for invoices) and are unique in your workspace.

The PDF uses your workspace name and, on plans with branding, your logo and accent color.

Share it with the client

When the document is ready, select Share in portal. The client's contacts can view and download the PDF in the Documents section of their portal, and receive an email letting them know, depending on their notification settings. Select Remove from portal to stop sharing it.

Statuses

Statuses are set manually by your team. Clientwharf never changes them based on a payment.

• Draft. Not shared yet.
• Sent. Shared with the client.
• Accepted or Declined. For quotes, after the client tells you their decision.
• Paid. For invoices, once you have received payment yourself. Shown as "Marked paid".
• Void. Canceled, for example after a mistake. Keep voided documents rather than deleting them, so your numbering stays complete. Only unshared drafts can be deleted, by an owner or admin.

Taxes and legal requirements

Invoice rules differ between countries. You are responsible for including the information your local rules require, such as your tax number or registered address, and for choosing the right tax rate. If you already use accounting software for official invoices, you can still use Clientwharf quotes, or share the official PDF as a file in the project.

Not to be confused with your Clientwharf subscription

These documents are between you and your clients. Invoices for your own Clientwharf subscription come from Paddle, our reseller. See billing and plans.