Well, it’s fair to say, WordPress has changed my life in some ways. In my case, I earn my money with the development of WordPress themes, among other things. But I also use WordPress to draw attention to my other projects. You can quickly write an article, beautify a website, add social links and much more. With a little practice, you can have a complete business up and running in a day or two – well, at least as far as WordPress is concerned.
But no matter how you use WordPress for your day-to-day tasks, once you’ve become comfortable with the CMS, it’s quite handy when you can integrate more and more tasks into the existing system. For example, I have installed a shop system (WooCommerce) on Designers Inn and Designkalkulation.de, which basically runs on autopilot: A customer can buy a product -> After the purchase, he can immediately start with his book, theme or plugin , or make use of a small bonus gift -> then he will automatically receive an email with his access to the members’ area, the links for the downloads will be sent – and an invoice will be sent along with it. And this last step is exactly what this article is about: creating an invoice with WordPress.
Of course, everyone has their favorite accounting software. But it would be nice if you could let WordPress do the preparatory work as part of a project, wouldn’t it? Well, that’s possible, at least as far as billing is concerned. So let’s go in search of the WordPress plugin Invoices!
Instead of manually emailing each customer an invoice, possibly having to fill it out individually and adjust it according to the order, you can do all these monotonous steps right from the WordPress dashboard. This means that you can see at a glance who has to pay for what and where the respective project stands as a whole.
One thing right away: There are plenty of solutions for WordPress and also billing tools that can be connected directly to the shop system used. In addition, many accounting software providers offer an interface to the WordPress shop systems. I have made a selection here to make it easier for you to get started with the topic.
Good luck and an easier reckoning!
Sprout Invoices was created by Sprout Apps and is part of a larger suite. As you would expect from a professional software, it comes in a free and a premium version. But don’t worry: the free version of the plugin already contains a lot of functions. For example, it has a very intuitive display of the billing process and a convenient payment interface for customers. This allows the customer to choose almost any payment provider, including check and PayPal. You can create as many quotes and invoices for unlimited customers. Customizable templates and numerous management options are also included as the icing on the cake.
Other features include importing from other billing software such as Freshbooks and reporting functions. The premium version includes advanced reporting, an interface to Freshbooks and Stripe payments, integration with Gravity Forms and Ninja Forms, and much more. The “Freelance” version costs around 30 euros and the “Business” version 55 euros in the first month, after that only 5 to 10 euros per month.
The Bill King
Another plugin from the best-of category is Invoice King Pro. This plugin makes it easy to create invoices. One can choose from a variety of graphic templates, and quickly customize the colors and layout. It also offers a lot of customization options: you can create predefined fields that will appear on all your invoices.
Change the number of columns, the content, the calculation defaults. Once an invoice is created, you can email it as a PDF or save it to your desktop for records. When the invoice has been paid, you tick the appropriate box in the dashboard and you can have the system automatically send a confirmation email. In addition, there are numerous useful extensions, but you have to buy all of them.
For example, client synchronization is practical, so that the customer list always matches the WordPress users.
A really popular invoice plugin is WP-Invoice. With wp-Invoice you can create an invoice within the WP page and send it to your customers by email. This email also includes a link to the invoice hosted on their own website. From there, the customer can also pay the bill directly via PayPal or credit card. Practical. After payment, a confirmation will be sent that the invoice has been paid.
WP-Invoice is actually part of a collection of several tools, so there is a shopping cart, a checkout with a variety of payment gateways. The bundle costs $75. It is practical that you can export invoices in XML and JSON and also import them from other WordPress sites. Since every feature costs money here too, you should take a close look at all the tools and put together a bundle that can easily save you up to $200.
Anyone who can do without all the bells and whistles gets a fine solution with sprInvoice. With just a few clicks you can create invoices directly from the WordPress dashboard. Practical. This app is quite rudimentary, but a good choice for a quick calculation.
WooCommerce PDF Invoices
If you work with WooCommerce, then you should definitely check out the free WooCommerce PDF Invoices and Packing Slips extension. I use this plugin myself and am very happy with it. In the free version, the invoice can unfortunately hardly be adjusted, but it is completely sufficient in terms of graphics and content. It syncs seamlessly with WooCommerce so once an order is placed, a PDF invoice is sent to the confirmation email. If the invoice is paid, a corresponding confirmation will be sent.
It is practical that the invoices are stored again in the customer account for download and can also be sent again via the backend. In the Pro version you can make the calculation a little prettier.
There are also a few themes on the market that offer a complete billing system. So plugins are not the only way to get this feature! An example of this is Shaken Incoice. With this template you can create offers and invoices in minutes. But the range of functions goes even further: You can accept payments via the website via PayPal, invoices are automatically marked as “paid” or outstanding payments are reminded.
You can also use the theme to create your offer. As soon as a customer accepts the offer, the project can be started. Once this is finally completed, you can change the process to invoicing and the payment process takes its course. In principle, you can also do a good part of customer management with this theme, since customer data can be archived and order processes can be stored historically. Of course, there are additional features too, like customizing colors, CSV export, statistics, multiple payment gateways, and a robust theme options panel. If you’re looking for a downside, it’s that this theme was really designed exclusively for billing. So if you are looking for a blog, landing pages or galleries, you will be disappointed here. However, if you are looking for a customer platform for little money, you can take a closer look at the theme for around 40 euros.
As you can see, WordPress can be used in many ways. I myself use WooCommerce as a shop system and the aforementioned plugin for invoice processing. You could even link WooCommerce to Quickbooks as your accounting software, although I haven’t tried that yet. Hopefully this little glimpse into the world of invoice plugins is of some help to you. And hey, maybe I got you at least thinking a little bit about what WordPress could be used for. Otherwise, as always, I look forward to your feedback: What are your favorite plugins? Do you use an invoice plugin? How do you manage customer invoices and payments? I would like to hear your opinion!