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

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.

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.