Zinvoice FAQs
Zinvoice FAQs
Answers about invoicing, time tracking, recurring invoices, payments, agreements, pricing and what Zinvoice does not replace.
Product fit
Who Zinvoice is for, what you can use it for, and what it leaves to other software.
No. Zinvoice creates and sends invoices and adds records around client work. It does not provide VAT accounting, ledgers, payroll, bank reconciliation, VAT returns, prepared accounts or direct HMRC filing.
Yes. Create and send invoices without creating a project or recording time. Time tracking, recurring invoices, payment records, expenses, agreements and projects are optional features in the same plan.
Yes. Save the client details, make the invoice, check it, and send it as a PDF or link. If the job runs over time, you can keep its invoices and documents in a project or record your hours. You can leave those parts alone when the work is straightforward.
Yes. Start a timer or add time manually, associate it with a client and optional project, mark it billable when appropriate, and select eligible unbilled time for an invoice.
You can create and send invoices, track billable time, see paid, overdue and outstanding invoices, send reminders, set up recurring invoices, send agreements for reading or signing, and record payments, refunds, expenses and mileage.
Freelancers, sole traders and people earning alongside another job who need professional invoices and straightforward records for client work. Full-time freelancers can use it too when their accounting needs stay simple.
Save the client details, make the invoice, check the preview, send it as a PDF or link, and record payments when they arrive. The invoice shows what is paid, overdue or outstanding.
No. Both are optional. Use a project when a job has several invoices, hours or documents, and track time when hourly billing matters. You can create invoices directly for a client without using either feature.
If you need bank reconciliation, payroll, ledgers, VAT accounting, prepared accounts or direct HMRC filing, you need full accounting software. Zinvoice is for invoices and straightforward client-work records.
Invoices, projects, time and documents
Keeping client jobs together, recording hours when useful, making invoices, and sending documents.
Yes. Choose a prefix and the next number to use, then Zinvoice increases the number for new invoices. This lets you continue an existing sequence when moving from spreadsheets, Word, Canva, or another system.
You save your business details, client details, branding, payment terms, notes and numbering once. For regular work, a recurring invoice schedule can create a draft for you or send it automatically.
Yes. Build the invoice as a draft, preview the client-facing document, and check the client, line items, dates, notes, payment terms, bank details, and branding before it is sent.
Yes. Send the invoice as a PDF attachment or use a secure invoice link. Zinvoice keeps the sent copy and the delivery information with the invoice.
Yes. Upload a finished one-off agreement PDF or reuse a saved standard agreement, then choose whether the client should sign it or simply read it. When a signature is needed, you sign first and the client receives a private link to read the PDF, type their full name, confirm their agreement, and sign online. Zinvoice keeps the exact sent copy and dated activity, then emails the completed signed PDF to both sides. You remain responsible for the agreement wording and whether it is suitable and legally valid.
No. You upload and check the agreement wording yourself. Zinvoice sends the PDF and records reading or electronic-signature activity, but it does not draft contracts or provide legal advice.
Yes. Send an existing PDF through a private client link for electronic signature. Zinvoice records the signing activity and keeps the completed PDF with the client or project.
Yes. Set up the client, line items, dates, frequency and delivery choice. Each generated invoice can be emailed automatically, or created as a draft for you to review and send manually.
Yes. Stopped, billable, client-assigned time that has not already been allocated can be selected while creating a draft invoice for that client. Zinvoice uses the saved billable duration and hourly rate to create the invoice line, so you do not have to type the hours out again.
Yes. You can edit timing and details, pause and resume an active schedule, generate an invoice manually, or cancel the schedule while keeping invoices that were already generated.
Each invoice keeps its status, transaction history, sent document, and activity together. Email events can show queued, sent, delivered, delayed, bounced, or failed states where the mail provider supplies them.
Payments, refunds, and emails
You enter payment records yourself. You can use these tools, or just use Zinvoice to send invoices.
No. Zinvoice does not process client payments, import bank transactions, or decide that an invoice has been paid. You manually record payments, refunds, and credits after the money moves through your normal payment method.
Yes. A payment can be allocated fully or partly to one invoice, split across several invoices, or left as unapplied client credit until you decide where it belongs.
It records payment and refund creation, updates, deletion, and receipt or refund-email lifecycle activity. Entries keep useful context such as date and time, client, invoice, amount, and recipient where available.
You record the refund manually and can keep it linked to the relevant payment and invoice. Depending on the real situation, the refund can reopen the invoice balance or remain an informational refund while the invoice stays settled.
Yes. Choose to email a receipt while saving a payment, or send it afterwards from the payment record. Receipt delivery activity is kept in the payment audit trail.
Yes. Choose PDF attachments or secure invoice links per client. Secure links record Invoice page viewed and PDF downloaded activity with counts and timestamps. You can also enable one automatic reminder for each overdue invoice, choose the delay in days per client, and use your saved reminder wording. Sending a reminder manually first cancels that invoice's automatic reminder, while the recent-reminder warning still helps prevent over-chasing.
Yes. Send a reminder manually, or enable one automatic reminder per overdue invoice for selected clients after a delay you choose. A manual reminder cancels that invoice's separate automatic reminder.
Yes, when you use a secure invoice link. Zinvoice records Invoice page viewed and PDF downloaded activity with counts and timestamps. This shows link activity, not proof that the client read or accepted the invoice.
Yes. Once you have entered payments, Zinvoice shows what is paid and what is still outstanding. It uses the records you enter; it does not read your bank account.
Running totals, reminders, and pricing
Keep track of what has been paid, what is due, and what Zinvoice does not try to do.
Yes, if you want to. You enter the details yourself. None of it is required to make and send an invoice.
No. Zinvoice is focused on straightforward invoices and agreements, not VAT invoicing, VAT accounting, VAT returns or direct MTD filing. Its optional summaries use the payments, refunds, and expenses you enter, but they do not connect to HMRC, submit returns, prepare VAT returns, or replace an accountant.
Zinvoice does not provide VAT accounting or VAT returns. If you need those records, check that your accounting software or accountant covers them.
No. Zinvoice does not connect to HMRC or submit Making Tax Digital updates or tax returns. Its optional quarterly figures are record summaries only.
No. You can switch off MTD figures and choose your own recurring financial-year start date for annual summaries. If you want MTD-oriented quarterly summaries, you can instead choose standard UK tax-year periods or calendar-aligned periods. This only changes how Zinvoice groups its summaries; it does not change your financial records or submit anything to HMRC.
Only if you choose to use them. Keeping the records together may make your own figures easier to check. Zinvoice is not tax software and does not calculate your income tax or submit a return.
No. There is one plan and every Zinvoice feature is included, including time tracking, recurring invoices, projects and agreement signing.
Zinvoice costs £12/month or £120/year after the 7-day free trial. Every feature is included, with no setup fee and no higher feature tier.
The free trial lasts 7 days. If Zinvoice suits you, choose the £12 monthly plan or the £120 yearly plan. There is no setup fee, no long-term contract, and no higher feature tier.
Yes. You can request a download of your account records and stored files from settings. The export is generated when you ask for it; it is not a live accounting integration.
If you reach the point where you need VAT accounting, payroll, bank reconciliation, ledgers, prepared accounts or direct filing, full accounting software or an accountant-led setup may be the better next step.
Still have a question?
Send it through the public contact form for a direct answer about whether Zinvoice fits the way you work.
Seven days free
Create invoices, track hours and record payments in one focused app.
Use Zinvoice for the client work you actually do: professional invoices, optional time tracking, recurring invoices, manual payment and expense records, projects and agreements for signing.
7 days free, then £12/month or £120/year unless cancelled · every feature included