Frequently Asked Questions

If the following questions and answers about our app doesn’t address your query
then please contact us at info@icubemedia.net

Back Next

How Invoice manager works

Getting Started
✓ When you first install the application, a Quick Setting screen will open. Please add basic information for your company, tap on Skip when you finish.
✓ If you tap Skip without adding any information on Quick Setting:
✓ Tap on Select My Company
✓ Tap "+" button to create your profile
✓ Tap Save
✓ To import your contacts, tap on Customers, tap importall
✓ You can manually create a new contact by tapping My Customers
✓ Continue entering your products and services, default tax rates and default payment terms.

If you are offering Services (not products), go to Settings/PDF Customization, tap on Choose Templates, select template 2 (Consulting) or 3 (Job Description), this will allow you to create invoice for service type of company. For Products type of company, Template 1 and 4 are best suited (To change the template, please see How do I quickly customize my invoice document). Now you're ready to create your first invoice!
If you would like to quickly customize your invoice see the directions below in the Step by Step Guide

Watch the following videos
How to create your fist invoice in 30 seconds?
How to quickly customize your invoice?

PLEASE NOTE:
The "Free" version of Invoice Manager allows you to "try it" before you make the investment. You are able to set up your Company Profile, make PDF customizations, create up to 5 invoices and preview a few sample Invoices. You can also create a time sheet and mileage tracker.

In order to unlock the full unlimited invoices, you will need to either download the basic "Paid" version or the “Pro” version from the AppStore or:
✓ Go to the split menu on the left screen by tapping (top left corner of screen)
✓ At the bottom of the left split screen, tap "Buy Full Invoice Manager” $6.99, this will unlock only the unlimited invoicing.
The Paid basic $6.99 will allow you to create unlimited invoices, however other modules like Backup/Sync ($5.99), Receipt Tracker ($4.99), Time tracker ($4.99) should be purchased separately.

The Pro version $25.99 has all modules unlocked with first purchase.
Prices listed above are for a limited time only.
Watch the Video: How to quickly customize your invoice?

Here is how you can quickly set up a customized template with Invoice Manager:
✓ Go to the Left side menu by tapping the (top left corner of screen)
✓ Tap Settings (from side menu)
✓ Tap PDF Customization
✓ Tap Choose Templates
✓ Swipe with your finger to find the invoice template that best suits your company's needs
✓ Tap Select (top right corner of screen)
Once you have selected your invoice template, you can choose to add color and style to your PDF invoice by selecting one of our 20 unique headers to create a very professional invoice.
✓ Next to Choose Styles, slide the switch button the the "on" (green) position
✓ Tap Choose Styles
✓ Tap Styles (this will allow you to choose from one of our 20 unique headers) or you can select something from your Image Library. To add a logo:
✓ Next to Add Logo, slide the switch button the the "on" (green) position
✓ Tap Add Logo
✓ Select either Clip Art (this will allow you to choose from the images provided) or you can select something from your Image Library
✓ Once you have selected the logo of your choice the system will prompt you to select the placement position for the logo on your PDF document with the aid of the 3 arrows.
✓ From the Logo Settings screen you can also choose to hide the company name and address if necessary
Watch the Video: How to create your fist invoice in 30 seconds?

Before you begin, please make sure you have created your company profile.
✓ Tap menu icon to open left side menu, tap Invoice, tap on the "+" button (top right corner of your screen)
✓ Tap on the arrow inside the date field to enter the date, payment terms, payment types and due date
✓ Tap on Customer Name and select a customer from your list
✓ Tap on Items then Product to select one of the products on your list, also select Taxable or No Tax.
✓ Tap Back to return to the Item Amount page to enter the quantity. (There must be a minimum quantity of 1)
✓ Tap OK
✓ Now you can ad any tax, discounts or shipping info needed
✓ When your invoice is complete, tap the Share button (top right corner of screen) to save, preview, email, add your signature, print or create a sales receipt.
✓ To delete an invoice tap "-" button on top right corner of Invoice screen

For Purchase Order:
✓ After tapping Purchase Order, tap on the "+" button (top right corner of your screen) follow steps above.
If you want to change the default design style and/or choose a logo, you can do so in the Manage Accounts screen, this can be accessed by tapping on the (top left corner of screen).

If you want to hide or delete some sections like: Balance Due, Paid or the whole Product details block go back to Manage Accounts, tap Hide PDF Labels and hide what you don't need on your invoice. Open your invoice again and preview.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen) ✓ Next to Add Signature, slide the switch button to the on (green) position
Once you have turned on the Signature you can add your personal signature to each invoice by:
✓ Tap Share Button(top right corner of screen)
✓ Tap Signature
✓ Select your color of choice, then using your finger sign inside the signature box, then Save

To change the default text that appears above your signature you can do so in the Manage Accounts screen, select Add Signature
✓ Tap My Company
✓ Scroll to the bottom and tap "$"
✓ Select your country's currency from the list (this will become your default currency)

If your country/currency is not listed: ✓ Tap"+" to add your own
Placing currency sign before or after the numbers
In order to change the placement of the $ sign (before or after the numbers), please go to Manage Accounts screen, tap PDF Customization, tap Currency/Decimals then press on Before on the placement bar.
✓ Open left side menu
✓ Tap Settings
✓ Tap PDF Customization
✓ Next to Add Logo, slide the switch button to the "on" (green) position
✓ Tap Add Logo to choose from either the built in Clip Arts or select
something from your Image Library

If you wish to use an existing company logo, you can email it to yourself and import it into your Image Library.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap PDF Customization
✓ Next to Choose Styles, slide the switch button to the "on" (green) position
✓ Tap Choose Styles, swipe to the left to choose from one of our beautiful built-in headers or you can import one from your Image Library and you can choose the size that best suits the look you want.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap PDF Customization
✓ Tap Edit PDF Labels
✓ Modify or customize any label you want
✓ Save
✓ Take a picture of your receipt using your device
✓ Open your Invoice in Invoice Manager
✓ Go to Manage Accounts screen
✓ Tap PDF Customization Button
✓ From next screen turn on toggle switch for Attached Image.
✓ Go back and open the invoice
✓ Tap Share Button, then choose Email.
✓ Now the app will ask you if you want if you want to attach image. Tap on Yes and continue with the process.

At the end of the process the image will be attached to the email with the PDF invoice.
At the top of the Invoice page you can select to filter your invoices by date, Invoice #, Owed, Paid, Cash, Credit

If you tap Paid, the app will list only paid invoices. To have "paid" invoices listed under Paid filter, from the window where you create a invoice, you will need to tap Paid field and enter full amount or partial amount. However the invoice will display under Paid only if the full amount is entered.

From Paid screen you can enter full amount by turning on the switch button or enter a partial payment by tapping plus (+) button.
✓ Select the Invoice you wish to print
✓ Tap Customer Name
✓ Tap Company on the toolbar at the bottom of the screen
✓ Now select the Company from your list of contacts
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Next to Shipping Required, slide the switch button the the "on" (green) position Once you have turned on the Shipping Required field, when you create an invoice you can add the shipping details by tapping on Shipping.

If the delivery address is different from the customer's billing address, you can make any necessary changes under the customer's profile.
✓ When your invoice is complete, tap the Share button (top right corner of screen) to Save, Preview, Email, add your Signature, print or create a Sales Receipt
✓ Verify that your email address appears in the "From:" box, if your email does not appear this means that you have not set up a default email address in the email app on your device. You MUST have a default email set up on your device for Invoice Manager to be able to email your document.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ TapRestore In-App Purchase, the purchase will be automatically restored and your email and print functions will be reactivated (on the App Store it is impossible to be charged a second time for the same application or In-App Add-on, Apple's logistic will automatically recognize your Apple ID)
To add payment types (Credit Card, Cash, etc.) or indicate the payment terms:
✓ Select the Invoice
✓ Tap the "arrow" in the date field
✓ Fill in any details regarding payment types, terms, and due date
✓ Save

When you select the payment type (credit card, cash, cheque, etc...) this does not automatically consider your invoice paid, see steps below in order to indicate the invoice is paid:
✓ Select your invoice
✓ Tap Paid field.
✓ Enter the partial amount paid.
✓ Or enter the full amount so the invoice can be listed under paid.
✓ Save

Note : The app will not accept letters as invoice number. Here is how to trick the app to make it accept letters mixed with numbers. Let’s say you would like to have AB200 as Inv #. Go on Invoice number field add 20000 (2 extra zero for AB) then go back and place the cursor before 2 then write AB and the app will delete the 2 last numbers and the new invoice number will AB200. In order for the app to continue with the next suite number always keep numbers as last character.
If you see that the sales tax (VAT) is not calculated on your invoice, it is possible that the product created is indicating "No Tax." When you create a product or service the default setting is "No Tax." To change this:
✓ Go to the Invoice Manager main menu screen
✓ Tap Products/Services
✓ Select the product/service in question
✓ Tap "Taxable"

This step is required each time you create a new product or service.
Note: The following steps require to purchase In app the Backup/Sync Add-on from Manage Accounts screen.

Watch the video: Backup and Restore Data
BACKUP DATA
✓ Open the left side menu, tap Manage Data
✓ Next to Backup Data, slide the switch button the the "on" (green) position ✓ Enter a new User Name and password.

RESTORE DATA
✓ Open the left side menu, tap Manage Data
✓ Tap Restore Data (DO NOT turn on the Backup Data switch, otherwise all your data will be erased on Cloud)
✓ Enter the same User Name and password when you created the first backup.

HOW TO SYNC BETWEEN DEVICES
Before you can sync your devices, please make sure you have the same version of Invoice Manager on each device (either Free version with in-app upgrade on both or PAID version on both)

First Device (this should be the device that you already have all your data on):
✓ Open the left side menu, tap Manage Data
✓ Next to Backup Data, slide the switch button the the "on" (green) position

Second Device:
✓ Open the left side menu, tap Manage Data
✓ Tap Restore Data (DO NOT turn on the Backup Data switch, otherwise all your data will be erased on Cloud)
✓ Enter the same User Name and password that you created on your first device

Note: The current version has a manual sync. For now, if two persons are using the app, one needs to restore the latest data on cloud before adding new data. After adding new data a new backup should be saved, so the latest data can always be available on cloud.
No, once you have purchased the Backup feature for one device then you can manually restore the purchase onto other devices without any extra charge, as long as these devices share the same Apple ID (iTunes Account).
Yes, it is highly recommended by Apple to backup your data on a regular basis. Why? A new update can cause a loss of data or in the case that your device is lost/stolen. Once you have purchased the Sync Add-On feature, we recommend you regularly backup your data. Always backup your data before you update your device or Invoice Manager.
Absolutely not, the Sync Add-on feature is a one-time purchase. If after an update, or while you are restoring your device, you see the button for Sync Add-on is hiding the Backup and Restore, just tap Restore In-App Purchase or the Buy Sync Add-on. As long as you are still using that same Apple ID (ITunes Account) when you first purchased the feature, Apple's system will recognize that you have already purchased this product and you will not be charged again.
The quickest way to access the main features of Invoice Manager is by using the toolbar at the bottom of the screen. For more options, go to the Manage Accounts screen by tapping on the (top left corner of screen).
You can customize your PDF invoice for consulting services. In order to change the default setting:
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap PDF Customization
✓ Tap Choose Templates
✓ Swipe with your finger to find the invoice template that best suits your company's needs
✓ Tap Select (top right corner of screen)
If you would like to make changes to the labels on the printed PDF invoice, you may do so while you are still in the PDF Customization screen. Changes can be made by tapping on Edit PDF Labels
When you are logging times you need to choose either to use the “start time” and “stop time” function, or you can enter the total of the duration. If you attempt to use both features it will not calculate.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap "Payment Methods"
✓ Tap "Bank details"
✓ Type in your bank details and any message you want to add
✓ Tap "Save" (top right corner of your screen)
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap "Payment Methods"
✓ Tap "PayPal"
✓ Type in your Paypal email address
✓ Tap "Save" (top right corner of your screen)
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap "Payment Methods"
✓ Slide the Remittance switch to the "on" (green) position
✓ Tap "Credit Cards"
✓ Tap "+" (top left corner of your screen)
✓ Type in the name of one of the credit cards your company accepts
✓ Tap "Save" (top right corner of your screen)
✓ Repeat the last 3 steps for each credit card your company accepts
✓ Tap "Back", make sure your Remittance switch is in the "on" (green) position
✓ Tap "Manage Accounts" to return to the Manage Accounts screen
First, you can set up multiple default tax rates and then select which one(s) are applicable on each Invoice. The first two rates that you enter will become your default tax(es), any other tax(es) added will be available for you to swap out one of the default taxes.

✓ Tap Default Tax Rates
✓ Tap "+" (top right corner of your screen)
✓ Enter the Name of your tax and %
✓ Tap "Save"

Now on each Invoice you create, you can select up to different applicable taxes to be added to the total of your receipt.
✓ Tap (on toolbar at the bottom of your screen)
✓ Tap (bottom right corner of your screen)
✓ Select Convert to Invoice
✓ Select the Invoice(s) you want to convert to an Invoice
✓ Tap Done (bottom right corner of your screen)
✓ Select Single Invoice (if you select Multiple Invoices this will attach each Time sheet selected to it's own Invoice)
✓ Select the Invoice you want to duplicate
✓ Make any necessary changes to the new Invoice (ie. date, Customer, etc.)
✓ Tap (top right corner of your screen)
✓ Select Duplicate Invoice
✓ Tap OK
✓ Tap Back twice to return to Invoice Details screen (DO NOT Save)
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Slide the Passcode switch to the "on" (green) position
✓ Tap Passcode
✓ Enter your new passcode
✓ Tap Save
✓ Tap OK
✓ Tap Manage Accounts to return to the Manage Accounts screen

* Please be aware the application does not automatically time out after you finish your session. You need to force quit your application in order to enable the Passcode protection.
If your client has contacted you because they are unable to open the PDF Invoice, the reason this happens is because the iOS system converts one-page PDF documents to Inline Images. Not all email supports Inline Images.

Please view the instructions below to resolve this issue:

Attach a signature to your Invoice. This will create a second page and the iOS system will keep the file in the PDF format.
✓ Go to the Manage Accountsscreen by tapping the (top left corner of screen)
✓ next to Add Signature, slide the switch button to the on (green) position Once you have turned on the Signature you can add your personal signature to each invoice by:
✓ Tap Share Button (top right corner of screen)
✓ Tap Signature
✓ Select your color of choice, then using your finger sign inside the signature box, then Save

To change the default text that appears above your signature you can do so in the Manage Accounts screen, select Add Signature

Please be aware adding a " / " in the customer's name will corrupt the PDF file and make it inaccessible.

**We apologize for any inconvenience, we as developers are continuing to search for a solution to this problem.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Tap PDF Customization
✓ Next to Add Line Spacing, slide the switch button to the "on" (green) position
✓ Tap Add Line Spacing to select the number of lines you want to have separating your last product/service and your comment. Start with "Lines 2" and go back to preview the invoice in order to see the difference.

** Please note: If your client has contacted you because they are unable to open the PDF Invoice, the reason this happens is because the iOS system converts one-page PDF documents to Inline Images. Not all email supports Inline Images.
✓ Open your Invoice
✓ Tap Items
✓ Select the Product
✓ In the Quantity put "-" before the amount
✓ Tap Done
The "Free" version of Invoice Manager allows you to "try it on for size" before you make the investment. You are able to set up your Company Profile, make PDF customizations, create and preview a few sample Invoices. You can also create a time sheet and mileage tracker. In order to be able to Print or Email, you will need to either download the "Paid" version from the AppStore or:

✓ Go to the Manage Accounts screen by tapping (top left corner of screen) ✓ Tap "Buy Full Invoice Manager"
✓ Connect your iPod Touch, iPhone, or iPad to your computer
✓ In iTunes, select your device (below Devices), and tap the Apps button
✓ Below File Sharing, from the list on the left, select Invoice Manager
✓ From the list on the right, select the file Password.txt
✓ Tap Save To (bottom right corner of the window)
✓ Select Desktop
✓ Now you can go to your computer's desktop and open the file which contains your password
As a result of iOS 7 turning 1 page PDF documents into Inline Images, we as developers had to force the application to always create a 2nd page. Without the 2nd page, many of our users customers were not receiving their Invoice because some email providers do not recognize Inline Images. We are currently testing to see if we can eliminate this feature now that iOS 8 has been released. If so, this will be done in the next update.
Displaying your Bank Details:
1. Go to Manage Accounts Screens.
2. Tap on Payment Options.
3. Select Bank Details.
4. Enter your bank details.
5. Tap on Save.

Adding a PayPal button (see footnote):
1. Go to Manage Accounts Screens.
2. Tap on Payment Options.
3. Tap on PayPal.
4. Enter your PayPal email address.
5. Tap on Save. To see the Paypal button, open the invoice then tap on Email.

Adding a Remittance Advice:
1. Go to Manage Accounts Screens.
2. Tap on Payment Options.
3. Set the Remittance toggle button to ON.
4. If accepting credit card payments, tap on Credit Card.
5. Enter the type of credit card accepted.
6. Tap on Back button.

How to remove the Remittance Advice:
1. Go to Manage Accounts Screens.
2. Tap on Payment Options.
3. Set the Remittance toggle button to OFF.

Note: If you are living in United Kingdom, Paypal will not recognize £ as the Pound sign, the currency symbol should GBP. To fix that, tap on My Company, select your company, tap on £ then from the Currencies list screen, tap on + (plus) button in order to create a new currency for United Kingdom. Add GBP for Currency Symbol and Currency code. Now select the new GBP for your company.
This is a glitch from the last update. Here’s a workaround meanwhile we send the next update.
Before you email the invoice document to your customer,
✓ open the invoice
✓ tap Paid field
✓ delete the full paid amount and the email will write the exact amount of the Sales Receipt.

Now to hide or remove the Paid and Balance Due from PDF document,
✓ go to Manage Accounts screen
✓ tap PDF Customization
✓ tap Hide PDF Labels from that screen turn on toggle switch for Paid and Balance Due.

Once email sent to your customer reverse the previous steps to mark paid the Receipt.
In order to change the placement of the $ sign (before or after the numbers), please go to Manage Accounts screen, tap PDF Customization, tap Currency/Decimals then press on Before.
✓ Go to the Manage Accounts screen by tapping the (top left corner of screen)
✓ Turn on toggle switch for Edit Email Message
✓ Tap Edit Email Message.
✓ Tap Save.
The current version will not allow you to delete all data due to the fact that some users need to see the performance of the sales through the years, however we will add this feature in future updates.

In the meantime the easiest way is to make a new backup (for all 2014 data), then delete the application and re-downlaod for new installation. But If you have inventory, it would be important to export a CSV report for all your products so you can import them after the new installation. Also you will need to Import contacts from contact books again.
Invoice Manager will round up all numbers by increasing the terminating digit by a value of 1 and drop off the digits to the right. If the next place beyond where we are terminating the decimal is greater than or equal to five, we round up. For example, if we round 5.467 to the tenths place, it can be can be rounded up to 5.47.

If the number to the right of our terminating decimal place is four or less (4, 3, 2, 1, 0), we round down. This is done by leaving our last decimal place as it is given and discarding all digits to its right. For example, if we round 6.734 to the hundredths place, it can be rounded down to 6.73.
To enter a new item:
Tap on My Products/Services.
Select Products
Press on + button to add new item: The name of the item, the sale price and the quantity bought.

To enter new stock to an existing item:
Tap on the + button in the circle (see image below)
This will take you to Stock movement screen.
Tap on plus button.
Select In/Purchase to add new stock for this item.

Note: You may use these same steps, if you need to make an adjustment on a particular item. The adjustment may be In (+) or Out (-).

Features

Invoice Manager is the only invoice app on the App store with one-time purchase, no monthly fees and no Internet access required. It allows to create and send UNLIMITED professional Invoices, Estimates and Purchase Orders with 20 different styles and professional templates. Also, Sync as many devices as you want in order to use the same data.

Invoice Manager is 6 apps in one with all the tools you need: Invoicing, Time Sheets, Expense Tracker, Inventory Tracker, Cost Calculator and Currency Converter. Manage all your business activities in one app with passcode protection.

New POS Feature: now accept payment with Credit or Debit Card right in the app (click on Paid button, then Proceed with Payment).

SOME TOOLS:
1. Create, Edit, Email and Print Invoices, Sales Receipts, Estimates and Purchase Orders.
2. Professional templates for Sales Products, Consulting Services and Contractors.
3. Sales Reports, Expense Reports & Sales Tax Reports and Customer statements.
4. Time tracker for hourly jobs + invoicing
5. Inventory Tracker with Stock movement & Barcode Scanner
6. Receipt Tracker & Expense Report
7. Live Currency converter
8. Backup and Restore Data
9. "Open In..." other apps.
10. Sign Invoices, Estimates, Sales Receipts
11. Get paid with Paypal and Remittance Advice slip
12. Cost Calculator automatically calculates the Total and Profit


CHARACTERISTICS:
* App theme, set your favorite colour in settings screen.
* Support multiple companies
* Support multiple Languages
* Add your own company logo or choose one of ours
* Change the logo position to customize your Invoice
* Change font family, font colour and font size
* Edit labels/titles on your PDF Invoice
* Support Multi-line text for Item Description and Comments
* Easily convert Estimates into Invoices
* Easily convert your Invoice to a Sales Receipt
* Convert multiple time sheets into one invoice
* Sort invoices by Owed/Paid/Cash/Credit
* Set remittance for Credit card payments.
* Accept Debit, Credit and Paypal payment.
* Keep track of customer's payments
* Paypal, Visa, MasterCard, American Express and Discover online payment options.
* Extracted data work instantly with QuickBooks® for PC, QuickBooks Online, Wave Accounting, Xero, FreshBooks, Excel or dozens of other accounting tools.
* Supports multiple taxes
* Calculates totals and taxes automatically for you
* Import your contacts from your address book or add them manually
* Import your inventor from other softwares or apps.
* Sync data between your iPhone, iPod Touch and/or your iPad
* Backup and Restore Data
* Passcode protection

Inventory
* Item Photo and Item Category
* Cost & Profit Calculator
* Barcode Scanner for your products
* Track items currently in Stock
* Track Stock Movement
* Calculate Unit Cost Price and Unit Sell Price, Profit margins and more
* Import inventory from other softwares or apps.
* Export inventory to other softwares or apps.

Reports (PDF and CSV)
* Weekly/Monthly/Quarterly/Yearly Sales Reports
* Sales Reports by Products and Customers
* Customer statement.
* Expense Report
* Tax Report
* Timesheet Report
* Overview report with client based sales charts
* Inventory Report

This application supports 12 languages: English, Spanish, French, Portuguese, Italian, Russian, Danish, Dutch, German, Chinese, Japanese, and Korean.

Pricing Questions

REGULAR PRICE $9.99 USD

Still need help?

Contact Us