Whether you're a freelancer sending your first invoice or a small business owner tired of desktop-only billing tools, Invofy is built to fit the way you actually work — on your phone, on the go, right after the job is done.

This guide walks you through everything from first launch to a sent invoice, so you can get up and running quickly and with confidence.

Step 1: Set Up Your Business Profile

The first thing to do when you open Invofy is create your business profile. This is the information that appears on every PDF you send — your business name, logo, contact details, and address.

Tap into the business settings and fill in:

Business name — this becomes the header on every invoice and estimate
Logo — upload from your photo library; it will appear on all PDF templates
Contact details — email address, phone number, and business address
Default currency — Invofy supports 47+ currencies, so pick the one you bill in most often

If you run more than one business — say, a sole trader operation and a side project — you can create multiple business profiles and switch between them freely. Each profile keeps its own logo, contact details, and default currency. When you create a new document, you choose which business it belongs to.

Step 2: Add Your First Client

Before you can invoice someone, you need to save them as a client. Head to the Clients section and tap to create a new contact.

Add the details you bill to:

Name and company name (if applicable)
Email address — this is where you'll share the PDF
Phone number and billing address

Once a client is saved, they stay in your list permanently. Every invoice or estimate you create for them pulls their details in automatically — no retyping addresses on every job.

Step 3: Build Your Catalog (Optional but Worth It)

If you do the same type of work repeatedly — hourly consulting, a standard service package, a product you sell regularly — save it as a catalog item.

A catalog item stores:

Name and optional description
Default unit price
Tax behavior — whether this item is taxable by default

When you add a line item to an invoice, you can pull from your catalog instead of typing everything from scratch. For anyone billing the same services week after week, this alone saves significant time.

Step 4: Create Your First Invoice

Now the main event. Tap New Invoice and you'll enter the invoice creation flow.

Choose your client and business

Select the client you're billing and the business profile you're invoicing from. Both are pulled from what you set up earlier.

Add line items

This is where the detail of your work goes. Each line item has:

Item name and description
Quantity and unit price
Item-level discount — apply a percentage or fixed discount to a specific line
Taxable flag — mark individual items as taxable or exempt

At the document level, you can also add an overall tax rate and a document-level discount, which applies across the full subtotal. This gives you full control whether you're billing a single service or a complex multi-item job.

Set the details

Scroll down to add:

Invoice number — auto-incremented, but editable
Issue date and due date
Notes — visible to the client on the PDF (payment instructions, thank-you message, project reference)
Terms and conditions — standard payment terms you want attached to every invoice

Choose a PDF template and brand color

Before you send, preview how the document looks. Invofy has three PDF templates — Classic, Modern, and Minimal — each with a different layout and visual style. Tap through them and pick the one that fits your brand.

Then dial in your brand color. The color you choose is applied to accents, headers, and highlights across the template. Combined with your logo, the result is a document that looks like it came from a professional studio, not a generic invoice app.

Step 5: Send the Invoice

Once you're happy with how it looks, tap Send. Invofy generates the PDF and opens your share sheet — the same one you use to send photos or documents on iOS. From there you can:

Email it directly through your mail app
Share via Messages, WhatsApp, or any other messaging app
Save it to Files or AirDrop it to someone in the room
Print it directly if a paper copy is needed

The invoice status moves from Draft to Sent the moment you share it.

Step 6: Track the Status

Every document in Invofy moves through a clear set of statuses:

Draft — created but not yet sent
Sent — shared with the client, awaiting payment
Paid — mark it as paid when the money arrives
Converted — for estimates that have been turned into invoices

Your main invoices list shows the status of every document at a glance. You can filter by status so you always know what's outstanding, what's been paid, and what still needs to go out. No spreadsheet required.

When a client pays, open the invoice and mark it as Paid. That's it — it moves out of your outstanding pile and into your income history.

Estimates: Send First, Invoice After Approval

If you typically quote a job before starting work, Invofy's estimates workflow is built for exactly that.

Create an estimate the same way you'd create an invoice — same client, same line items, same PDF templates. Send it to the client for approval. When they give the go-ahead, tap Convert to Invoice.

Invofy copies every line item, the client details, and all the document settings into a new invoice. You don't retype anything. Just review, adjust if needed, and send the invoice.

Reporting: Know What's Actually Been Paid

Once you've sent a few invoices and marked some as paid, the Income section becomes genuinely useful.

The income report shows:

Paid invoices broken down by year — a running total of what's come in
Quarterly breakdowns — see which quarter was strongest and spot seasonal patterns
Per-currency totals — if you bill in multiple currencies, each one is tracked separately

When tax season arrives or your accountant needs the numbers, tap Export CSV. The export gives you a flat file of all your invoice data, ready for a spreadsheet, bookkeeping software, or handoff to whoever handles your finances.

A Few Things Worth Knowing

Multiple currencies work out of the box. Invofy supports 47+ major currencies with locale-aware formatting. If you bill a client in EUR and another in GBP, each invoice formats correctly — no manual symbol entry needed.

Multiple business profiles are fully independent. Each business has its own logo, contact details, and catalog. Switching between them is a single tap.

Everything lives on your phone. There is no web dashboard to log into, no desktop app to sync with. Your invoices, clients, and income reports are all in the app, accessible whenever you need them.

You're Ready

That's the full picture. Set up your business and clients once, build a catalog if it makes sense for your work, and from there every invoice is a matter of picking a client, adding line items, and hitting send.

Invofy is designed to get out of your way — professional output with the minimum amount of work between you and a sent invoice. Download Invofy on iPhone or iPad to get started.

Getting Started with Invofy: Your First Invoice in Minutes