Invoicing with Money Pro

Create a New Invoice

1. From the sidebar: ZenBusiness Money → Invoices
2. Click + New Invoice / Quote
3. Select your business from the dropdown (if you have multiple)
4. Select or add a client (see Adding Clients below)
5. Add line items: description, quantity, price, and any applicable taxes
6. Set the invoice date and due date (or select payment terms and the due date calculates automatically)
7. Set the frequency if this is recurring (see Recurring Invoices below)
8. Add a memo with notes, payment instructions, or late fee policy (optional)
9. Review the total, then click Next → Save and Send to email it, or Save to keep as a Draft

Adding a Client

Directly on the invoice:
1. On the New Invoice page, click the Client box → Add new client
2. Type the client's name and click Add
3. Enter the client's full information and save

From the client list:
1. Click the gear icon on the invoice dashboard → Clients
2. Click + Add and enter the client info
3. To delete a client: click their name from the list → Delete Client

Sending a Quote or Estimate

Quotes let you send a price proposal before converting it to an invoice when the client approves:

Option 1 — From a new invoice:
1. Create the invoice normally
2. On the New Invoice / Quote page, click Next → choose Send as Quote

Option 2 — From a Draft:
1. On the invoice dashboard, find the Draft invoice
2. Hover over the three-dot menu → Send as Quote

Converting a Quote to an Invoice:
1. Go to ZenBusiness Money → Invoices and find the quote
2. Click Next → Save and Send to convert and send as a final invoice

Recurring Invoices

For clients on retainers or subscriptions, set the billing frequency directly on the invoice:

1. While creating the invoice, find the Frequency field
2. Open the dropdown and select how often to send (weekly, monthly, etc.)
3. Save — Money Pro will automatically generate and send the invoice on that schedule

Heads up: Money Pro generates recurring invoices 7 days before the scheduled send date. This means an invoice with a February 1 send date is created and visible in your dashboard on January 25. To cancel or edit a recurring invoice before it sends, review your invoice list a week before the expected date. Once generated, you can delete the instance from the Active tab before it goes out.

Creating a Payment Link

Send clients a direct link to pay without emailing the full invoice:

From a Draft invoice:
1. Select the invoice → click Next → Other Options → Save Final and Create Link → Copy Link

From a Sent invoice:
1. Select the invoice → click Other Options → Create Link → Copy Link

Share the link however you prefer — text, email, website button.

Send a Reminder Manually

1. Find the invoice in the dashboard (must be in Sent/Unpaid status)
2. Click Send Reminder directly from the list, or open the invoice and find Send Reminder in the actions area

Set Automatic Reminder Frequency

1. Click the gear icon on the invoice dashboard
2. Select Payment Reminders → Frequency Settings
3. Choose one or more reminder triggers (e.g., 3 days before due, 1 day after due, 7 days after due)
4. Save — these settings apply to all future invoices

What It Lets You Do

• Accept Visa, Mastercard, American Express, Discover credit and debit cards
• Accept ACH bank transfers (electronic check directly from client's bank account)
• Paid invoices are automatically marked as "Paid" — no manual recording needed

Setting Up Your Merchant Account

1. Go to ZenBusiness Money → Invoices
2. A pop-up will appear prompting you to apply for your merchant account — click Get Started
3. Complete the application
4. Watch your email — we may request additional documentation to verify your identity and business
5. Your merchant account is typically ready within 5 business days of approval

Note: Only 1 merchant account is available per ZenBusiness user, even if you have multiple businesses. You can use that one merchant account to accept payments for any of your businesses.

ACH vs. Card Payments

After funds settle to your merchant account, it takes another 2–3 business days to deposit to your linked bank account. Total: typically 4–6 business days from client payment to your bank.

You don't need a merchant account to use invoicing. You can create and send invoices at any time without applying. The merchant account just enables online payment collection — clients can still pay by check or wire transfer if you record payments manually.

Do I need to set up a merchant account to send invoices?

No. You can create and send invoices at any time regardless of merchant account status. The merchant account is only required if you want clients to pay online via card or ACH directly from the invoice. Without it, you record payments manually when clients pay by check, wire transfer, or other means.

How do I set up recurring invoices for retainer clients?

When creating the invoice, find the Frequency dropdown on the New Invoice / Quote page and select your billing schedule (weekly, monthly, etc.). Money Pro will auto-generate and send the invoice on that schedule. You can change or stop the frequency by editing the invoice while it's still in Draft.

Can I send a quote before sending a final invoice?

Yes. Money Pro supports quotes and estimates. Create the invoice normally and at the send step choose Send as Quote. When the client approves, open the quote and click Next → Save and Send to convert it to a final invoice.

What's the difference between ACH and card payments?

A card payment is made with the client's debit or credit card. An ACH payment is a direct bank-to-bank transfer where the client authorizes a payment from their bank account — also known as an electronic check. ACH has no Stripe per-transaction fee beyond the Money Pro included processing. See our Collecting Payments article for full fee details.

How long does it take to get paid?

After a client pays, funds take 2–3 business days to settle to your merchant account, then another 2–3 business days to transfer to your linked bank account. Total: typically 4–6 business days. The invoice is automatically marked "Paid" as soon as the payment is received — you don't need to wait for the bank transfer.

Why is my merchant account application taking longer than 5 business days?

We may have requested additional documentation to verify your identity or business. Check your email — we'll reach out directly if we need anything. If you haven't received any emails and it's been more than 5 business days, contact our support team and we'll investigate.

Can I have a merchant account for more than one business?

Not currently. Each ZenBusiness user has one merchant account, regardless of how many businesses you have with ZenBusiness. You can use that single merchant account to collect payments for any of your businesses.

I need to edit an invoice I already sent. How?

Invoices can only be edited in Draft status. Once sent, they're locked. Options: (1) void/cancel the sent invoice and create a new one, or (2) add a corrective line item to the original invoice and resend. Contact our support team if you need help with a specific situation.

A recurring invoice appeared in my dashboard a week before I expected it. Is something wrong?

No — this is expected. Money Pro generates recurring invoices 7 days before their scheduled send date. An invoice due February 1 will appear in your dashboard on January 25. Review and edit it in Draft status before it goes out, or delete that instance if you don't want to send it.

My Time & Tasks entries aren't showing up when I create a new invoice. Where did they go?

Time & Tasks entries that are already linked to another invoice (draft or sent) are hidden from the entry picker — this prevents double-billing. Check your invoice list for any drafts or sent invoices that may have picked up those entries. If an entry is attached to a draft you don't intend to send, delete or archive that draft to release the entries back to the picker.

Should I use "Add Bank Transaction" or "Add Cash Payment" when marking an invoice paid?

Use Add Bank Transaction whenever the money goes into your bank account — ACH transfers, wires, deposited checks, or online payments through Stripe. The invoice links directly to the synced bank deposit, keeping your books reconciled.

Use Add Cash Payment only when you receive physical cash that you keep on hand and never deposit. If you later deposit the cash, reopen the invoice, remove the cash payment entry, then click Add Bank Transaction and select the deposit after it syncs. This prevents the income from appearing twice in your reports — once as the cash payment and again as the bank deposit.

How do I apply one bank deposit to multiple invoices?

Open the deposit in Money In, click Advanced, select Invoice, then check all the invoices the payment covers. Money Pro allocates the total across them and marks each as Paid. The deposit total must equal or exceed the sum of the selected invoices. You can also do this from any single invoice: Add Bank Transaction → select the deposit → on the next screen select the additional invoices to include.

A client paid my invoice but the income is showing up twice — once in invoices and once in my bank transactions. How do I fix it?

This is an income duplication issue. When a client pays via your merchant account, the invoice records the income. When the payout arrives in your linked bank account, Money Pro may also import it as a separate income transaction. To correct this: find the bank deposit transaction in your Expenses/Transactions list, open it, and change it from "Income" to "Transfer" or "Ignore" — this removes it from your P&L without deleting it. Only the invoice payment should count as income; the bank deposit is a payout of that same income.

Can clients pay in currencies other than USD?

Money Pro invoicing currently supports USD only. If you work with international clients who pay in other currencies, record the USD equivalent at time of payment using manual payment recording.