Invoicing with Money Pro
Overview
Getting paid is the whole point of running a business — but chasing invoices is one of the most frustrating parts. Money Pro's invoicing tools let you create professional invoices in minutes, send them directly to clients, accept card and bank transfer payments online, and track exactly who has paid and who hasn't.
Money Pro invoicing integrates directly with your expense tracking. When a client pays an invoice, that payment flows into your income records automatically. Your Profit & Loss statement reflects both your revenue and expenses without any additional data entry. At tax time, your financial picture is already complete.
Invoicing in Money Pro supports the full client billing lifecycle: quotes and estimates that convert to invoices, recurring invoices for retainer clients, payment links, automated reminders, and online payment collection through your ZenBusiness merchant account. Everything lives under ZenBusiness Money → Invoices in your dashboard sidebar.
Setting Up Invoices
How do I set up my invoicing template in Money Pro?
Navigate to the Invoicing page. A pop-up will prompt you to set up your invoice template. If you don’t have time to do it then and need to come back to it later, no problem! Just select the gear icon on the Invoicing page and fill out the information:
- Upload your business logo.
- Choose your brand's color theme.
- Enter your business information:
- Address
- Phone Number
- Important to note, you cannot change the email address associated with your business as that’s tied to your ZenBusiness account. If you need to change your email on the account, please contact one of our Customer Success agents.
- Enter your default message (optional).
- Set your payment terms:
- Due now
- Due in 10 days
- Due in 15 days
- Due in 30 days
- Due in 60 days
- Customer
How do I create a new invoice?
To create a new invoice in Money Pro, follow these steps:
- Go to Invoices:
- From your dashboard, look for the left sidebar.
- Click on "ZenBusiness Money", then select "Invoices".
- Create a new invoice:
- In the Invoices section, click the + New Invoice / Quote button.
- Enter Invoice details:
- Business Information: Start by adding your business details. This includes your business name, address, and contact info.
- Customer Information: Next, fill in your customer’s details, like their name, address, and any relevant contact information.
- Product or Service Details: Add the items or services you are billing for. Include the name, description, quantity, price, and any applicable taxes.
- Review and save:
- Double-check all the information you've entered to ensure accuracy.
- Once everything looks correct, save your invoice.
This process ensures your invoice is complete, professional, and ready to send.
How do I create a new quote or estimate?
Creating a quote or estaimte is very similar to how you create an invoice.
To set up a quote or estimate in Money Pro, follow these steps:
Option 1:
- From the sidebar, select ZenBusiness Money > Invoices > “+ New Invoice / Quote”
- Enter the business, customer, and product info onto your invoice
- From the “New Invoice / Quote” page, click “Next” and choose “Send as Quote”
Option 2:
Invoices that are still in “Draft” status will also have the option to be sent as a quote.
- From the invoice dashboard, find the desired invoice on the list. It should still be in “Draft” status.
- Hover over the 3 dots on the line item and click “Send as Quote”
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How do I convert a quote into an invoice?
- Find the sidebar and go to ZenBusiness Money > Invoices
- Find the invoice that you’ve previously sent as a quote from the invoice list.
- Select “Next”
- Then “Save and Send” your invoice.
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How do I set up recurring invoices?
While editing your new invoice on the “New Invoice / Quote” page, you can also adjust the frequency, to control how often it will be sent to your customer.
- Select “Frequency” to reveal the dropdown menu, then choose your option.
How do I create a payment link for an online invoice?
You may also send clients and customers a payment link to pay an online invoice.
- Find the left sidebar and go to ZenBusiness Money > Invoices
- From the invoice dashboard, you have two options depending on your invoice type:
If your invoice is a draft
- Select it from the invoice list-view
- Click “Next” then “Other Options”
- Finally, select “Save Final and Create Link”
- Copy Link
If your invoice is active and sent to your customer
- Select it from the invoice list-view
- Click “other Options” then “Create Link”
- Copy link
How do I add a new client to an invoice?
Find the left sidebar and go to ZenBusiness Money > Invoices
From there, you have a few options to add a new client for an invoice.
To add a new client directly to the invoice itself,
- Select “+ New Invoice / Quote”
- Select your business
- Click the “Client” box
- Select “Add new client.”
- Type the Client’s Name and select “Add”
-
Enter the new client's information
Now the customer has been added as a client for invoicing.
To add or remove clients from your client list
- Go to the invoice dashboard and select the gear icon
- Select “Clients”
- To add a new client, click the “+ Add” button and enter the client’s info.
- To delete an existing client, click on the name from the list and then “Delete Client”
And you're done!
Reminders & Statuses
How do I send payment reminders?
- Find the left sidebar and go to ZenBusiness Money > Invoices
- For an active invoice, find the invoice you want to remind the client to pay
- Click “Send Reminder” directly from the dashboard list-view
- You can also click into the invoice and send the reminder there. Simply locate and click “Send Reminder” in the actions area of the invoice
How do I change the frequency of payment reminders?
- From ZenBusiness Money > Invoices, select the gear icon on the invoice dashboard.
- Click “Payment Reminders” from the drop down list, then “Frequency Settings” in the text box
- Select one or multiple payment reminder options for all of your invoices
What do the different invoice statuses mean?
Invoice statuses give you a quick way to track payments. There are many invoice status types under “Invoices Overview” on the Invoice dashboard:
- Active - Unpaid Invoices that have been sent to the customer and Draft Invoices
- Draft - Invoices that are still in progress and have not been sent to the customer
- Unpaid - Invoices sent to the customer that have not been paid for
- Paid - Invoices paid in full by the customer
- Archived - Invoices that have been canceled
- Refunded - Paid Invoices where the payment was returned
Editing Invoices
How do I edit an existing invoice?
You can only edit an existing invoice if it is in draft status
From ZenBusiness Money > Invoices
-
Click “Invoice Type” and select “Draft”
-
Click “Edit Invoice” on the invoice line and make adjustments
- Select “Next”
- Save or send.
Set Automatic Reminder Frequency
- Click the gear icon on the invoice dashboard
- Select Payment Reminders → Frequency Settings
- Choose one or more reminder triggers (e.g., 3 days before due, 1 day after due, 7 days after due)
- Save — these settings apply to all future invoices
Collecting Payments Online: The Merchant Account
Money Pro includes a built-in merchant account powered by our payment processing partner. Once approved, you can accept credit cards and ACH bank transfers directly through your invoices — no third-party payment account needed.
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
ACH vs. Card Payments
| Type | Payment Method | Settlement Time |
|---|---|---|
| Card | Debit or credit card (Visa, MC, Amex, Discover) | 2–3 business days to merchant account |
| ACH | Bank account direct transfer (electronic check) | 2–3 business days to merchant account |
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.
Matching Payouts to Invoices (for Third-Party Processors)
If your clients pay through a third-party processor like PayPal or Square, the deposit in your bank account may be less than the invoice total due to processing fees. Here's how to reconcile that accurately:
- Create a Manually Tracked Account (e.g., "PayPal Clearing") in Banks & Integrations → scroll to Manually Tracked Account → Add Bank Account
- Manually enter income for the gross payment amount, assigned to the Manually Tracked Account
- Manually enter an expense for the processing fee, also assigned to the Manually Tracked Account
- Open the invoice → click Add Bank Transaction → select the manually entered income transaction
- On the Transaction Dashboard, find the actual deposit from your bank, convert it to a Bank Transfer with the Manually Tracked Account as the source, and itemize the income and expense transactions in the payout
This ensures your gross income and processing fees are both captured correctly and your books match your actual bank activity.
Frequently Asked Questions
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 moneysupport@zenbusiness.com 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.
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.
Still need help?
Contact us at (844) 493-6249, by email at moneysupport@zenbusiness.com (for merchant account questions), or at support@zenbusiness.com for general invoicing help. We're available Monday–Friday during business hours.