How to create a one-time invoice

A one-time invoice is how you request a single payment from a client — the everyday way to invoice clients on Ruul. You set the details, preview the full total (fees and VAT included), and send it in a handful of steps.

Entry Points

From your dashboard, go to Invoices and click New Invoice.

1. Fill in Invoice Details

1. Select or add a customer

Choose an existing customer, or click + Add New to create one.

If you haven’t added any customers yet, see how to add and manage customers.

2. Choose the contact person

Select a contact linked to the customer. The invoice and related emails are sent to this contact.

3. Select the project

Assign the invoice to an existing project or create a new one. This keeps your transactions organized.

4. Choose category and subcategory

Select the type of service you’re invoicing for, then use the subcategory to define it more precisely (e.g. Design → 3D Modeling).

2. Set Payment and Payout Details

1. Select payout option (You’ll collect payment in)

Choose a previously added payout option, or click + add a bank account instead.

* This opens the **Add Banking Information** drawer (Bank Account, Binance, Cenoa, MiniPay).
* You don’t need a payout account to create the invoice, but you **will need one to receive the payment**.
* Adding it during invoice creation is the easiest way to avoid delays later. (More on collecting payments on the [get paid](https://ruul.io/get-paid) page.)

Note: The payment collection account is also referred to as the “Payout Option.”

2. Choose transaction currency

Select the currency your customer will use to pay (e.g. EUR, USD, GBP)

* This is the currency shown on the invoice and used at payment.
* It can differ from your payout currency.

Note: If the payment is made in a different currency from your payout, a foreign exchange fee may apply.

3. Select the service fee payer

Choose whether Ruul’s commission is paid by you or your customer.

* Whoever you pick covers Ruul’s commission in full.
* The fee can’t be split between the two parties.

3. Add Services & Attachments

1. Add services

Add a description, quantity, and unit price for each service.

* You can add multiple service items.
* Quantity can be measured in items, hours, days, weeks, or months.
* Ruul automatically calculates both:

	+ The total amount your customer pays
	+ The amount you receive

2. Extra Notes - optional

If there’s anything you’d like to add as a note for your client, you can enter it here. These notes won’t appear on the invoice PDFs, but your client can see them in the invoice details from their dashboard or during guest checkout.

3. Attach file(s) - optional

Supported formats, up to 10 MB.

* You can attach files in the following formats, up to 10 MB:
PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, TXT, JPG, JPEG, PNG, GIF, BMP, ZIP, RAR.

4. Payment Schedule & Details

You have the option to send the invoice immediately or set it up as a recurring scheduled invoice.

• Select “Once Only” to send a one-time invoice immediately after you click Send Invoice.
• Select “Automatically generate this invoice on…” to set up a scheduled invoice — Ruul will generate and send this invoice automatically on the chosen date every month. Your client still pays each invoice manually; there is no automatic charge. See how to set up a scheduled invoice for more details.

5. Review the total

The Summary section updates automatically as you enter details.

6. Check what happens next

The What’s next? section shows what will happen after you send the invoice:

• Your customer receives a payment link via email
• They can complete the payment using the link
• A commercial invoice is issued after payment

7. Review and send the invoice

Click Review & Send to continue.

• Review the invoice details and preview.
• Click Back to Edit if you need to make changes.
• Click Send Invoice when everything looks right.

After sending the invoice

Once the invoice is sent, you can:

• Copy payment link to share with your customer
• Download the invoice
• Add a payment account if you haven’t already
• Go to transaction details

Good to know

• You don’t need a payout account to create an invoice, but you do need one to receive payments — adding it early saves a step later.
• A customer’s email can’t be edited after creation. If it’s wrong, delete and re-add the customer.
• Only digital and knowledge-based services can be invoiced through Ruul — physical goods, expenses, and salaries aren’t supported.
• Fees and totals are calculated for you, so the amounts you and your customer see are always accurate.
• Keep attachments under 10 MB, and use one of the supported file formats listed above.