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The HoopAI Platform’s invoicing system lets you create and send professional invoices to clients directly from within the platform. Invoices are sent to the contact’s email, tracked by payment status, and can be paid online — eliminating the back-and-forth of external invoicing tools and manual payment follow-up.
Create an invoice article

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Why this matters

Chasing payments manually — sending reminder emails, following up by phone, waiting for checks — wastes time and creates cash flow problems. The platform’s invoicing system removes this friction. Send an invoice in seconds, the client pays online, and the payment status updates automatically. For businesses that bill by the appointment or project, this alone saves hours every week.

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How to create and send an invoice

1

Navigate to Payments

Go to Payments > Invoices in the left sidebar. This is your central hub for all invoices — drafts, sent, paid, and overdue.
Invoices section in the HoopAI Platform
2

Create a new invoice

Click New Invoice or Create Invoice. The invoice builder opens with a clean template ready to customize.
3

Add client information

In the Bill To section, search for an existing contact by name or email, or enter their details manually. The invoice will be addressed to this contact and sent to their email address.
  • Contact name and business name (if applicable)
  • Email address (where the invoice link is delivered)
  • Billing address (optional, for formal invoices)
Always select the contact from your existing CRM rather than entering details manually. This links the invoice to the contact record so the payment is tracked in their history and visible from their contact profile.
4

Set the invoice date and due date

Configure:
  • Invoice date: The date the invoice is issued — usually today
  • Due date: When payment is expected — Net 7, Net 14, Net 30, or a specific date
  • Invoice number: Auto-generated, but can be edited for continuity with your existing numbering system
5

Add line items

Click Add Item for each product or service being invoiced. For each line item, enter:
  • Item name or description: What the client is being charged for
  • Quantity: Number of units, hours, or sessions
  • Rate: Price per unit
  • Tax rate: If applicable — the platform calculates tax automatically
The invoice total is calculated automatically as you add items — no manual math required.
Invoice line items and total calculation
6

Add a note or payment terms

In the Notes or Terms field, include any additional information for the client:
  • Payment method instructions
  • Late payment policy
  • A thank-you note or reference to the project
  • Your business policies
These notes appear on the invoice the client receives.
7

Add your company logo

Upload your business logo to the invoice for a professional, branded appearance. The logo appears at the top of the invoice document the client sees when they open the payment link.
Completed branded invoice ready to send
8

Send the invoice

Click Send Invoice. The client receives an email with a link to view and pay the invoice online. Supported payment methods depend on the payment processor connected to your account (typically Stripe).Once sent, the invoice status updates automatically:
  • Sent: Invoice delivered, payment not yet made
  • Paid: Client completed payment
  • Overdue: Due date passed with no payment
  • Void: Invoice cancelled

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Key points

When the client receives the invoice email, they click the payment link and are taken to a secure payment page. They can pay by credit or debit card. The payment is processed through your connected Stripe account and the invoice status updates to Paid automatically — you do not need to manually mark anything.
All invoices are visible in the Payments > Invoices section. Filter by status — paid, sent, overdue — to quickly see which clients still owe payment. You can also view the full payment history from the contact’s record in your CRM.
Draft invoices can be edited freely. Once an invoice is sent, you can still edit it — the client will see the updated version when they open the link. To cancel an invoice entirely, change its status to Void. Void invoices are kept in the system for record-keeping but are no longer active.
To collect payments through invoices, your Stripe account must be connected to the platform under Settings > Integrations > Stripe. If Stripe is not connected, invoices can still be created and sent, but the online payment option will not be available.

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Key benefits

Branded documents with your logo, line items, and terms that reflect your business’s credibility.
Clients pay instantly via a secure link — no checks, no wire transfers, no manual processing.
Know exactly which invoices are paid, sent, or overdue at a glance.
Invoices are linked to contact records, giving you a full payment history for every client.
Create and send an invoice in under two minutes — no separate invoicing tool required.
Last modified on March 8, 2026