Frequently Asked Questions
Plain answers before you sign up.
Straight answers about invoices, repeat schedules, manually recorded payments and refunds, emails, expenses, pricing, summaries, and where Zinvoice stops.
FAQ Section 1
Product fit
What Zinvoice is designed to handle, and where focused invoicing software stops.
No. Zinvoice is focused invoicing and record-keeping software for freelancers, sole traders, and small businesses doing their own admin. It does not provide ledgers, payroll, bank reconciliation, VAT returns, prepared accounts, or direct HMRC filing.
You can create and send invoices, manage repeat invoice schedules, keep client records, manually record payments and refunds, allocate payments, send receipts and reminders, follow email delivery, log expenses and mileage, and review straightforward cash-basis summaries.
Freelancers, sole traders, contractors, trades, creatives, consultants, and small service businesses that want professional invoices and clear records without moving their whole business into full accounting software.
That fits. Save client details, continue your invoice numbering, preview the document, send the PDF and email, then record payment or send a reminder without rebuilding the same admin each time.
If you need bank reconciliation, payroll, ledgers, VAT workflows, prepared accounts, or direct HMRC filing, full accounting software may fit better. Zinvoice is deliberately focused on invoices and the practical records around them.
FAQ Section 2
Invoices and repeat work
Creating, sending, numbering, and repeating invoices without implying that every step is automatic.
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.
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. You set up the client, line items, dates, frequency, and delivery choice. Each generated invoice can then be emailed automatically, or created as a draft for you to review and send manually.
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.
FAQ Section 3
Payments, refunds, and emails
Payment records are entered by you; Zinvoice organises the record and the communication around it.
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. Send invoice reminders manually from an eligible invoice, with a warning when one was sent recently. Invoice, reminder, receipt, and refund emails can show delivery lifecycle states when reported by the email provider.
FAQ Section 4
Expenses, summaries, and pricing
How manually entered records feed the summaries, and what is included in the product.
Yes. You manually log business expenses, suppliers, categories, dates, notes, and receipt files. Mileage is entered as a journey with miles and rate details so the claimable amount can be calculated consistently.
No. The tax-year and MTD-oriented summaries use the payments, refunds, and expenses you entered. They do not connect to HMRC, submit returns, prepare VAT returns, or replace an accountant.
No. Repeat invoices, automatic numbering, delivery tracking, payment and refund records, audit trails, receipt emails, reminders, expenses, and summaries are part of the main product rather than an upsell ladder.
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 workflows, payroll, bank reconciliation, ledgers, prepared accounts, or direct filing, full accounting software or an accountant-led setup may be the better next step.
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Ready When You Are
Simple invoicing without spreadsheets doing the heavy lifting.
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