Everything you need to get the most out of InvoiceFlow AI.
InvoiceFlow AI is a complete invoicing and client management platform. It lets you create professional invoices, manage clients, set up recurring billing, send invoices directly from your own Gmail account, and track payments — all from a single dashboard.
Click Get Started or Start Free Today on our landing page. You can register with your email address and a password, or use Google sign-in for a faster setup. After verifying your email with a one-time code, you'll be guided through a short onboarding wizard to configure your business profile.
When you first log in, the onboarding wizard helps you set up your business name, logo, default currency, payment terms, and brand colour. You can skip any step and return to it later via Settings. If you ever need to re-run the wizard, go to Settings → Business and click Re-run Onboarding.
The sidebar (or bottom navigation on mobile) gives you access to:
Go to Settings → Business to update your business name, owner name, email, phone, website, industry, VAT number, registration number, and address. Click Save Changes when you're done. These details appear on your invoices.
Go to Settings → Security. Enter and confirm your new password, then click Update Password. Passwords must be at least 8 characters long.
For security reasons, your account email cannot be changed directly in the app. Please contact support at invoiceflow@clientcarepro.co.uk and we'll assist you.
Go to Settings → Branding to choose between Light, Dark, or System theme. You can also toggle the theme from the sidebar at any time.
Click New Invoice from the sidebar or dashboard. Fill in the client, invoice date, due date, and line items. Each line item has a description, quantity, rate, and optional tax rate. The subtotal, tax, discount, and total are calculated automatically. You can also add notes and terms. Click Save as Draft or Create Invoice when ready.
Only invoices in Draft status can be edited. Open the invoice from the Invoices page, then click Edit. Once an invoice is sent, you'll need to create a new one or contact support if you need to make changes to a sent invoice.
On the Invoices page, click the actions menu (three dots) next to any invoice and select Duplicate. This creates a new draft with the same line items, client, and settings — perfect for repeat billing without setting up a recurring schedule.
From the actions menu on the Invoices page, select Delete. You'll be asked to confirm. Deleted invoices cannot be recovered, so please double-check before confirming.
When creating or editing an invoice, you can apply a discount as a fixed amount or a percentage. The discount is subtracted from the subtotal before tax is applied.
InvoiceFlow AI offers multiple templates: Modern, Minimal, Corporate, Creative, Luxury, and Playful. Select the template when creating an invoice, or set a default in Settings → Invoicing. Business plan users can also white-label invoices (remove the InvoiceFlow AI branding).
Go to the Clients page and click Add Client. Enter the company name, contact person, email, phone, billing address, VAT number, and any internal notes. You can also set default payment terms (e.g., 30 days) and tags for categorisation.
Click the star icon next to any client to mark them as a favourite. Favourited clients appear at the top of your client list for quick access.
Click on any client to view their details. Use the edit and delete buttons in the actions menu. Deleting a client does not delete their existing invoices — those remain on record for your history.
Each client record shows the total amount you've invoiced them over time, helping you understand your most valuable relationships at a glance.
Go to Recurring in the sidebar and click New Recurring Invoice. Choose the client, set the line items, and select a frequency: weekly, monthly, quarterly, or yearly. Set the next date for the first invoice to be generated.
If you have Gmail connected, you can enable Auto-send — the system will automatically generate and email the invoice to your client on the scheduled date. If Gmail is not connected, or if you prefer to review first, leave auto-send off and the system will create a draft invoice for you to review and send manually.
On the Recurring page, you can toggle a schedule on or off, or delete it entirely. Pausing keeps the configuration so you can resume later. Deleting permanently removes the schedule.
Go to Logo Studio (Pro and Business plans). Enter a description of the logo you want — include your business name, preferred style, colours, and any imagery. Click Generate and the AI will create several options for you.
Once you're happy with a generated logo, click Use This Logo to apply it to your business profile. Your logo will appear on all new invoices. You can also upload an existing logo file in Settings → Branding.
In Settings → Branding, choose a brand colour. This colour is applied to invoice headings, totals, and accents, giving your documents a consistent professional look.
Go to Settings → Email and click Connect Gmail. You'll be redirected to Google to authorise the connection. We request only the gmail.send scope — this lets us send emails on your behalf but does not give us access to read, modify, or delete any of your emails. See our Privacy Policy for full details.
Open any invoice and click the Email button. The invoice will be sent directly from your Gmail address to the client's email. A record of the send (success or failure) is logged in your Email Delivery log on the dashboard, and in the Email Analytics page (admin only).
That's completely fine. You can still share invoices via the public link (copy it from the invoice detail page) or download a PDF and attach it to an email yourself. The Gmail integration simply makes the process faster — it's entirely optional.
Go to Settings → Email and click Disconnect. This immediately revokes our access and deletes your stored token. You can also revoke access at any time from your Google Account security settings.
Available on Pro and Business plans, the AI Email button generates a professional, ready-to-send email template for your invoice. It includes the invoice number, amount, due date, and a link to view the invoice online.
When you click AI Email on an invoice detail page, the system uses your invoice data (which you entered yourself) to generate an email draft. You can copy the generated text and paste it into your email client, or use it alongside the Gmail send feature.
No. The AI feature and the Gmail integration are completely separate systems. The AI only processes invoice data you entered within InvoiceFlow AI (invoice number, client name, amount, due date, and a viewing link). No Gmail data — emails, contacts, labels, or any other Google data — is ever sent to, or processed by, the AI. See our Privacy Policy, Section 5 for the full data isolation statement.
When an invoice is in Sent or Viewed status, a public link appears on the invoice detail page. Copy this link and share it with your client via any channel — email, messaging app, etc. Your client can view the invoice online without needing an account.
For security, public invoice links expire after 5 days. After expiry, your client will see a message explaining that the link has expired. You can regenerate the link at any time from the invoice detail page by clicking Regenerate Link.
You'll receive an in-app notification when your client views the invoice and again if they download the PDF. These notifications help you track engagement and follow up at the right time.
Open any invoice and click the PDF button. The invoice will be rendered and downloaded as a high-quality PDF file, ready to print or attach to an email.
Yes — when a client views an invoice via the public link, they can download a PDF copy themselves using the download button on the public viewing page.
Go to Settings → Plan to view and change your subscription. Changes take effect immediately, and any prorated differences are handled automatically by our payment provider.
You'll see a prompt to upgrade when you try to create an invoice beyond your monthly limit. Your existing invoices remain accessible — you just can't create new ones until the next billing cycle or until you upgrade.
InvoiceFlow AI sends in-app notifications (visible via the bell icon in the top bar) for the following events:
Go to Settings → Alerts to toggle each notification type on or off. Don't forget to click Save Changes after adjusting your preferences.
All data is encrypted in transit (HTTPS/TLS) and at rest. Access to your data is controlled by role-based permissions — only you can see and manage your own invoices and clients. Admin users have additional access to manage the platform. See our Privacy Policy for full details.
We do not sell your data. The only third-party services we use are: Google (for the Gmail send feature, with the narrowest possible scope), our AI providers (which receive only invoice data you entered, never Gmail data), and our hosting infrastructure provider. Full details are in our Privacy Policy.
You can request deletion of your account and associated data at any time by contacting support at invoiceflow@clientcarepro.co.uk. We'll process your request and permanently remove your data, with the exception of records we're legally required to retain.
First, check that your Gmail is still connected in Settings → Email. If it shows as disconnected, reconnect it and try again. If the issue persists, it may be a temporary Gmail API issue — wait a few minutes and retry. You can also share the public link or download a PDF as an alternative. If emails consistently fail, contact support.
Public links expire after 5 days. Open the invoice detail page — if the link has expired, you'll see a banner with a Regenerate Link button. Click it to create a fresh link and share the new URL with your client.
Invoice numbers are generated when an invoice is created. If you create and delete drafts, the numbering may have gaps or appear to reuse. To avoid confusion, we recommend finalising invoices rather than leaving multiple drafts. If you notice actual duplicate numbers on sent invoices, please contact support.
Try refreshing your browser. If the issue persists, clear your browser cache and cookies, or try a different browser. If you're on a slow connection, allow a few extra seconds for data to load. If problems continue, check our status or contact support — we may be performing maintenance.
On the Invoices page, use the search bar to search by client name or invoice number. You can also filter by status (draft, sent, viewed, paid, overdue) and sort by date, amount, or invoice number. If an invoice still doesn't appear, it may have been deleted — check with other team members if you share an account.
Pro and Business plan users can submit support tickets directly from the app. Go to Settings → Support and click Submit a Ticket. Provide a clear subject and detailed message. You'll receive a response within 24 hours (Pro) or 4 hours during business hours (Business plan priority support).
Go to Settings → Support → My Tickets to view all your submitted tickets, their current status, and any admin responses.
You can also reach us directly at invoiceflow@clientcarepro.co.uk for any questions, feedback, or account-related requests. Include your account email and a detailed description of your issue so we can help you as quickly as possible.
Business plan members receive priority support with a 4-hour response time during business hours, a dedicated support queue, priority feature requests, and direct access to the product team. Upgrade in Settings → Plan to unlock these benefits.
For information about how we handle your data, please read our Privacy Policy. For the terms governing your use of InvoiceFlow AI, please read our Terms of Service.