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Quotes and invoicing

Quote it once, then bill it in stages without retyping

Build a quote from your catalog, send a link the client can accept, then raise the deposit, progress and final invoices from it. SparkDesk keeps track of what has been billed, so nothing is invoiced twice.

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Included on every plan, including Free. Quote and invoice PDFs on Free carry a small SparkDesk footer that paid plans remove.

Animated illustration with sample data.What the animation shows:
  1. On a new invoice for Lumen Health, Unbilled hours is chosen from the line items menu.
  2. All 4 unbilled time entries for the Patient portal UX project are selected, 18.5 hours at $150.00 an hour.
  3. They become 4 invoice lines totalling $2,775.00, and the invoice is saved and sent.
  4. The client opens the invoice from their phone and pays it online, processed by Stripe.
  5. The invoice shows as paid and a Payment received notice appears.

The problem

Sound familiar?

How it works

From quote to paid

  1. 1

    Build the quote

    Add lines from Products and Services, set terms and a valid-until date, and preview it on your invoice template.

  2. 2

    Send it for acceptance

    Email the quote with a PDF and a secure link where the client can accept or decline without signing in.

  3. 3

    Bill in stages

    Create a deposit invoice up front, progress invoices for a share of each line, and a final invoice for everything not billed yet. The final invoice deducts the deposit.

  4. 4

    Get paid

    Clients can pay by card or bank debit from the invoice link when you connect Stripe, or you record payments that arrive another way. Reminders and late fees follow up on overdue invoices.

In the app

The real screen

Captured from a demo workspace, not a mock-up.

An accepted quote with its deposit, progress and final invoices listed beneath it
  1. Accepted quote
  2. Deposit invoice
  3. Progress and final invoices

What you get

Invoices from tracked time
Add a project's unbilled hours to an invoice, or let a Flow create the invoice for each client period from logged time.
Recurring invoices for retainers
Bill on a schedule. Each date either creates a numbered draft for review or creates the invoice and emails it to the client.
Pay online with Stripe
Connect your own Stripe account and the invoice link and email get a Pay now button. Payments are recorded on the invoice for you. Off until you turn it on.
Reminders and late fees
Payment reminders go out on the schedule you set, and late fees are added automatically once an invoice is overdue.
Billable expenses
Add billable expenses to an invoice, with the receipts appended to the PDF or attached as separate files.
Templates and PDFs
Design invoice templates with a block-based designer, email invoices with the PDF attached, and share read-only links that expire.
Links that read on a phone
Invoice and quote links show the document laid out for reading on a phone, with your logo and the PDF one tap away.
Credit notes
Raise a credit note against an invoice. Reports count invoiced amounts net of credit notes, so revenue figures stay accurate.
Invoices in the client portal
On Solo and above, clients can open their invoices and download the PDFs from the client portal.

Read the documentation

Works with

Used by: agencies, consultancies, creative studios, event planners

Compare: vs HoneyBook, vs Bonsai, vs HubSpot, vs Pipedrive

Quotes and invoicing: questions

Something else? Ask us.

  • Can clients pay invoices online?

    Yes, once you connect your own Stripe account in Settings > Integrations > Quick Connectors and turn on Pay online. Clients pay by card or bank debit from the invoice link or email, and the payment is recorded on the invoice. Payments by bank transfer or check can still be recorded by hand.

  • Can I take a deposit before work starts?

    Yes. From the quote, create a deposit invoice for the amount you choose. The final invoice deducts it automatically.

  • Can I bill a monthly retainer?

    Yes. Set an invoice to recur on a schedule, or use a Flow to create each period's invoice from the hours your team logged.

  • Does SparkDesk sync with QuickBooks or Xero?

    No, there is no QuickBooks or Xero integration. You can export reports and invoice PDFs, and the REST API is available on every plan if you want to move invoice data into another system.

Run your next client project in SparkDesk.

Start a 14-day free trial of any paid plan. No card needed, and you can drop to the Free plan at any time.

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