Table of Contents
- How to Send and Manage Invoices with Squarespace Commerce
- Before You Start
- Creating and Sending Invoices
- One-time Invoices
- Recurring Invoices
- Scheduling and Managing Invoices
- Payment and Shipping Setup
- How Clients Pay
- Shipping for Physical Goods
- What You Can't Do (And Workarounds)
- FAQs
- Jargon Buster
- Wrapping Up
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Jun 25, 2025 09:35 PM
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invoicing management
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AI summary
Create and manage one-time and recurring invoices with Squarespace, customize templates, apply taxes and discounts, and schedule sending. Note that sent invoices cannot be edited, and email customization is limited. Always double-check before sending to maintain professionalism.
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How to Send and Manage Invoices with Squarespace Commerce
Learn how to send and manage invoices effectively with Squarespace.
TL;DR: Key Points
- Create invoices using Squarespace Commerce for both one-time and recurring payments
- Customise invoice templates to match your brand and offer various payment options
- Apply sales tax and discounts, plus handle shipping settings for physical goods
- Schedule invoices to be sent at specific times
- Know the limitations: you can't edit sent invoices and email customisation is basic
Before You Start
Set up the basics first. Connect your payment processor and make sure your business information is current, including your reply-to email address. Check your tax settings and shipping options are configured properly. Getting this right now prevents problems later.
Creating and Sending Invoices
One-time Invoices
- Go to the 'Invoices' panel in your Squarespace account and click 'Create invoice'
- Choose an existing client or add a new one. Fill in the invoice name, due date, and any notes
- Add your services or products as line items with quantity and price
- Turn on sales tax for items if needed
- Apply discounts (keep the total above £0.50)
- Customise the invoice style to match your branding in the 'Styles' settings
- Click 'Send' and confirm
Recurring Invoices
Choose 'Recurring invoice' when creating. Set the schedule by picking how often and for how long you want to bill the client.
Scheduling and Managing Invoices
You can schedule invoices to send later or manage ongoing invoice series. To change an existing recurring series, go to the recurring section, find your series, and make your changes.
Payment and Shipping Setup
How Clients Pay
Clients pay through a secure link in the invoice email. The payment processes through whichever gateway you've set up.
Shipping for Physical Goods
If you're invoicing for physical products, add shipping charges. Set up flat rate or local pickup options before creating invoices so clients can check out smoothly.
What You Can't Do (And Workarounds)
You can't delete or change invoices once they're sent. Email customisation is basic and follows your site's global email styles.
Pixelhaze Tip: Double-check everything before hitting send. Once an invoice goes out, you can't modify it. This keeps you looking professional and saves headaches later.
FAQs
Can I customise the email text for invoice updates?
No, you can't change the invoice status email text. These emails use your site's global communication style.
How do clients pay invoices?
Through a secure payment page linked in the invoice email. Both you and the client get confirmation when payment goes through.
Can I set up automatic recurring billing?
Yes, Squarespace lets you create recurring invoices that bill clients automatically at regular intervals like monthly or yearly.
Jargon Buster
Invoice - A formal payment request from businesses to clients, showing charges for services or products
Recurring Invoice - An invoice that automatically bills clients for ongoing services at set intervals
Discount - A price reduction to encourage purchases
Payment Processor - The system that handles financial transactions from customers
Sales Tax - Government tax added to goods or services, calculated as a percentage
Flat Rate Shipping - A uniform shipping cost for all orders, regardless of size or weight
Wrapping Up
Squarespace's invoicing feature can streamline your billing and make your business operations smoother. You can customise, schedule, and manage invoices efficiently, which keeps client relationships professional. Just remember the limitations around editing sent invoices, and always double-check before sending. Keep an eye on Squarespace updates as features and limitations can change over time.