How to create an invoice

You fill in the details, see the full total with commission and VAT included, and send. The same form also sets up invoices that repeat every month, and it’s the everyday way to invoice clients on Ruul.

Before you start, it’s worth checking whether Ruul covers your kind of work.

Where to start

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

1. Invoice Details

Customer. Choose an existing customer, or click + Add New to create one. If you haven’t added anyone yet, see how to add and manage customers.

Contact. Select a contact linked to that customer. The invoice and every related email go to this person.

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

Category and Subcategory. Pick the type of service you’re invoicing for, then narrow it down with the subcategory, for example Design then 3D Modeling.

2. Payment and Payout Details

You’ll collect payment in. This is where your money goes. Pick one of your payout accounts, or add a new one here without leaving the form.

You don’t need a payout account to create the invoice, but you do need one to receive the money. Adding it here is the easiest way to avoid a delay later. More on this in how to add and manage your payment method, and on the get paid page.

Invoice currency. The currency your customer pays in, and the one shown on the invoice. It can differ from your payout currency. If it does, the payment is converted at real-time exchange rates with no separate foreign-exchange fee, and you see the final amounts before you send.

Who pays the commission? Choose Me or My Customer. Whoever you pick covers Ruul’s commission in full. It can’t be split between you.

3. Services & Attachments

Services. Add a description, quantity, and unit price for each item, and click Add more for extra lines. Quantity can be in items, hours, days, weeks, or months. Ruul works out both what your customer pays and what you receive.

Keep the description to a plain account of the service delivered. Ruul’s compliance team can cancel an invoice whose description doesn’t make the work clear.

Extra notes. Anything you want your customer to see that doesn’t belong on the invoice itself. Notes don’t appear on the invoice PDF, but your customer sees them in the invoice details and during checkout.

Attach file(s). Up to 10 MB, in these formats: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, TXT, JPG, JPEG, PNG, GIF, BMP, ZIP, RAR.

4. Payment Schedule & Details

This is where you decide whether the invoice goes out once or every month.

One-time payment sends the invoice as soon as you click Send Invoice. This is the default.

Recurring sets up a scheduled invoice. Pick the day with Automatically generate this invoice on the [day] of every month, then choose what happens to this month’s invoice:

• Send this month’s invoice today, or
• Schedule this month’s invoice for [date]

Ruul shows you both dates in plain words before you commit, for example “This invoice will be sent on September 19” and “Next invoice will be sent on October 1”.

A recurring invoice is not a subscription. Ruul creates and sends a fresh invoice each month, but your customer pays each one manually, by bank transfer or card. Nothing is charged automatically. If you want the payment to happen automatically too, that’s a subscription, and it works by card only.

Once a recurring invoice is running, you manage it from the Scheduled tab. See how to manage your invoices.

5. Check the totals

The Summary panel updates as you type, showing the total your customer pays and the amount you receive. Preview opens the invoice as your customer will see it.

6. Review and send

Click Continue to Review to open the review screen. Check the details and the preview, use Back to Edit if something needs changing, then click Send Invoice.

After you send

From the confirmation screen you can copy the payment link to share it yourself, download the invoice, add a payout account if you still haven’t, or open the transaction details.

Good to know

• A customer’s email can’t be edited after the customer is created. If it’s wrong, delete and re-add them with the correct address.
• Your customer doesn’t need a Ruul account to pay.
• Stopping a recurring invoice doesn’t cancel invoices that have already been issued. Those stay open for payment.