Setting Up Invoicing and Payments

ShootMuse's invoicing system handles every step of the payment process — from creating a detailed invoice to recording partial payments and sending automated reminders. This guide covers the complete setup so you can get paid faster with less manual follow-up.

Creating Your First Invoice

Navigate to Invoices in the sidebar and click + New Invoice. Here's what each field does:

Client

Select an existing client from the dropdown or create a new one inline. The client's name, email, and address auto-fill into the invoice header.

Invoice Number

ShootMuse auto-generates sequential invoice numbers (INV-001, INV-002, etc.). You can customize the prefix in Settings if you prefer something like "FS-" or your initials.

Line Items

This is where you itemize what you're charging for. Each line item has:

• Description — "Wedding Photography Package," "Second Shooter," "Travel Fee," "Album Upgrade," etc.
• Quantity — Usually 1, but useful for hourly rates or per-item charges.
• Unit Price — The price per unit.
• Total — Calculated automatically (quantity × unit price).

Click Add Line Item to add as many as you need. The invoice total updates in real time as you add or modify items.

Due Date and Payment Terms

Set a specific due date or choose from standard terms:

• Due on receipt — Payment expected immediately upon receiving the invoice.
• Net 15 — Due 15 days from the invoice date.
• Net 30 — Due 30 days from the invoice date.
• Custom date — Pick any date from the calendar.

Notes

A free-text area that appears at the bottom of the invoice. Use this for payment instructions, thank-you messages, or terms and conditions. Example: "Thank you for choosing us! Payment can be made via bank transfer or credit card using the link above."

Sending an Invoice to a Client

Once your invoice is saved, you have several options from the invoice detail page:

• Send via Email — Click the Send button to email the invoice directly to your client. The email includes a branded invoice summary and a link to view the full invoice in the client portal. This requires your email to be connected (see SMTP setup guide).
• Copy Link — Get a shareable link to the invoice that you can send via text message, WhatsApp, or any other channel.
• Download PDF — Generate a PDF version of the invoice for your records or to attach to a manual email.

When you send an invoice, its status changes from Draft to Sent. The status updates automatically as clients interact with it:

• Draft — Created but not yet sent.
• Sent — Emailed or shared with the client.
• Viewed — The client opened the invoice link (tracked automatically).
• Paid — Payment has been recorded in full.
• Overdue — The due date has passed without full payment.

Recording Payments

When a client pays you (via bank transfer, Venmo, cash, or check), record it in ShootMuse to keep your books accurate:

1. Open the invoice from the Invoices page.
2. Click Record Payment.
3. Enter the amount received and the payment method.
4. Click Save.

If the payment covers the full amount, the invoice status changes to Paid. If it's a partial payment, the invoice shows the remaining balance and stays in Sent status until fully paid.

Installment Plans

For larger packages (weddings, multi-session bundles), you can split an invoice into installments:

1. When creating the invoice, enable Installment Plan.
2. Choose the number of installments (2, 3, or 4 is typical).
3. Set the due dates for each installment. Common patterns:
   • 50% at booking, 50% two weeks before the session
   • 33% at booking, 33% at 60 days, 34% two weeks before
   • 25% at booking, then equal payments monthly until the session date
4. Each installment appears as a separate line in the client portal with its own due date and status.

Clients see all installments on a single invoice page, with clear indicators of what's been paid and what's still due.

Payment Reminders

ShootMuse helps you follow up on unpaid invoices without the awkwardness of manual "just checking in" emails:

Manual Reminders

On any invoice that's Sent, Viewed, or Overdue, you'll see a Send Reminder button. Click it to send a pre-formatted, professional reminder email. The email references the invoice number, amount due, and includes a direct link to view and pay.

AI-Powered Reminders

For overdue invoices, click the AI Reminder button. ShootMuse generates a context-aware reminder that considers how overdue the invoice is, the client's history with you, and the tone that's most likely to get a response. You can review and edit the email before sending.

Automated Reminders via Workflows

For a hands-off approach, create a workflow in Workflows that triggers when an invoice becomes overdue:

• Day 1 overdue — Send a gentle reminder ("Just a friendly reminder that your invoice is now due...")
• Day 7 overdue — Send a firmer follow-up with the amount and payment link
• Day 14 overdue — Final notice

This eliminates the need to manually track who hasn't paid and when to follow up.

Filtering and Tracking Invoices

The Invoices page has filter tabs across the top: All, Draft, Sent, Viewed, Paid, and Overdue. Click any tab to see only invoices in that status. You can also filter by URL — for example, /invoices?status=Overdue bookmarks directly to your overdue list.

For a bigger-picture view of your finances, head to Reports → Revenue. This shows total revenue over time, monthly comparisons, and an AI-powered revenue forecast based on your booking patterns and historical data.

Tax and Expense Tracking

The Reports → Tax Summary tab gives you a year-at-a-glance view of your income and expenses for tax purposes. You can add business expenses directly from the Reports page — gear costs, travel, software subscriptions, insurance — and the Tax Summary calculates your estimated taxable income automatically.