Managing Your Wix Invoices and Wix Quotes
Updated: Aug 9, 2019
With the Wix Invoices and Wix Quotes app, all entrepreneurs will have an easy time requesting payment from clients by having a home to create, track, automate, and receive payments for their transactions.
Instead of needing to find another platform to handle this for you, now you have the perfect place to not only send out invoices and quotes, but you can manage them and run reports for certain time periods.
This makes creating budgets and taxes for your business MUCH easier.
I have been using this for my business for some time and want to show you how easy it is to use and how much time this could save you if you don't have a system set up already. I will also cover the benefits of upgrading your Ascend plan for invoices and quotes.
The Ascend package involves several Wix applications with different pricing levels to upgrade. Make sure you fully understand what you are investing into before making your purchase.
And even if you do have a system, the ability to manage all of your payments request and transactions in one place can save you a lot of time and hassle.
This article will break down how to access, use, and automate your invoice and quote system so that you don't have to waste any more time managing your payments.
Table of Contents
Accessing Invoices and Quotes
Upgrading To Ascend
Invoices and Quotes Settings
Bonus: Automate Invoices and Quotes
Accessing Wix Invoices and Wix Quotes
Locating the invoices and quotes is easy and you can follow these steps below.
1. Log into your wix account and pick the site you would like to use for invoicing and quoting.
2. Click the Customer Management tab on the left-hand side menu
3. Scroll to the bottom of the left-hand side menu and you will see a section that reads "Get Paid" where the Invoices and Price Quotes will be located. Click on either to get started.
Wix has done a great job at providing some foundation information for their invoice and quote app but we will fully break down each part so that you can understand what you will be looking at when you start to use it for your business.
For a quick video breakdown on creating Wix Quotes for your clients watch the Wix created video below. I will go into more details for each step so that you can feel comfortable and confident using the app.
Starting out you will see a welcoming screen asking you to create a quote.
On the top right of the Quote page you will want to click the blue button that says "+ New Quote".
Now you will put in some information about your quote. You contacts will already be available if you are sending a quote to an existing client but you will have to create a new client if they are not already in your contacts.
You will need to create a new product/service if you have not already. This will not be connected to any other area of your site but is used for the invoicing and quoting section of your dashboard.
There is a field called "Payment Terms" which is supposed to allow you to accept partial payment for your Wix Quote for deposits but after contacting Wix I have found out that you will not be able to take partial payments using the Wix Quotes.
The payment terms are only for in-person deposit payments that you can then show on your itemized receipt to the client but it will not automatically allow you to take partial payments online.
You can also vote for this issue if you would like Wix to make this change in the future. They do a decent job at listening to the community and making adjustments to the platform.
There is also an option to add a discount right next to the total that you will be able to use for special deals and offers.
Once you are done setting up your quote you can either save as a draft if you need to finish at a later time or send.
Once you hit send you will see one more area that you can customize. This will be a short message that appears in the email account of your client. When they open your "quote" they will actually see this message with a button they can click to access your real quote.
They will click this button and it will take them to a web page that has your quote form on it with options to accept the Wix Quote.
If they do accept your quote they will be automatically emailed an invoice of the exact same quote they just accepted. You don't even need to lift a finger and this is managed for you.
Once you make a quote, a quick overview is displayed right in the middle of your screen that informs you of the current status of all quotes you have created. These are separated into sections like sent, accepted, invoiced, and expired.
They will automatically update depending on the period of time you have selected.
The default for this quick overview is only displaying the last 30 days of price quotes but if you want to see more options click the top right text that says "Last 30 days" and you will be able to see options of this month, previous month, this quarter, and previous quarter.
You will also see at the top of the page a button for "More Actions" and clicking on this will allow you to quickly access different areas of your dashboard to change settings for your quotes that are outside of this section.
You can manage your products/services which we will go over shortly, change payment settings (credit card/paypal), edit your business info that will show on emails, and edit the invoices and quote settings. I will cover this last option later in this article.
On the bottom of this page you will also see a list of you quotes created. Your inventory of quotes.
By default, you are seeing all of your quotes but you will be able to filter these by clicking on the "Filter by:" button on the top left side of the section. Options will be All, Draft, Accepted, Invoiced, and Expired.
You can also search for Wix Quotes if you have too many and can't find the one you are looking for.
You can also click on each individual quote to see the full quote that was sent to the potential client. Their are options for each individual quote that you have like saving as a PDF, printing, duplicating, deleting, mark as accepted, convert to invoice, and resending the invoice.
This makes it incredibly easy to manage your payments with clients.
This wraps how to create and send quotes and I will cover upgrading to ascend and what that means for quotes later in the article. If you have any questions then leave a comment below with your question and I will get back to you with the best answer I can.
Landing on the Wix invoices page will look very similar to the quote page. You will have your welcoming screen asking you to create an invoice if you have not done so already.
Check out the video below for creating an invoice in your Wix site. I will break down these steps further so that you can fully understand how to use your app.
The steps needed in order to create this are the exact same as the quote instructions above. If one of your quotes has been accepted then you will have an invoice already waiting for you.
Once you have already created an invoice you will see a quick overview of your invoices separated into three categories including sent, paid, and overdue.
You will also have more options for selecting a specific period of time like Last Year and This Year.
Below is where you will find all your Wix Invoices just like the quote section. You can filter the invoices by clicking the "Display" drop down in the top left of this section. You can pick from options like Draft, Sent, Overdue, Partial, Paid, In Process, and Void.
Clicking on the three dots next to each invoice will give you a list of options where you will be able to delete, duplicate, save as PDF, and more.
You will also be able to search for individual invoices if you have a large list. You can also click on each invoice individually to see the full invoice that the client will see.
Several options will appear when you view an invoice individually like Print, Resend, Edit, and Add Payment.
Creating a new invoice is the exact same process as creating a quote. You click on the "+ New Invoice" button on the top right of the screen and fill out the info in the same way we did with the quotes.
When you click the send button another pop up will appear where you can customize the message. You will be able to permanently change this and I will cover this later in this article.
This is what the client will see in their email with a button that says "View Invoice" and when they click this button they will see your full invoice with the amount.
Then they will be able to pay your invoice by using credit card or paypal and you will automatically receive an email updating you about this payment.
The client will also have the opportunity to save as a PDF for their records or print the invoice.
Just like the quote section, you have a button on your main page that says "More Actions" and when you click you can quickly access different areas of your dashboard to manage products/services, change your payment settings, change the invoice settings, send feedback and reports.
The reports section is very powerful for managing your Wix Invoices and transactions.
This report section can also help with filing your taxes and you won't be able to find this anywhere else in your dashboard.
You have two options, Tax Summary and Revenue Summary.
If you have been adding tax amounts to each invoice you send then your amounts will be shown here for you.
Here is a great article written by Wix that outlines the steps needed to run a Tax Summary report for your business.
The Revenue Summary works very similiarly. You can select any date range you want, select whether you want to display invoices paid with cash (you will manually set this) or accrual (online payments).
Running a report will show you all invoices for the specific date range you requested making it easy to then export as a CSV or print.
Using the combination of your quotes and invoices will automate your payment system incredibly well.
Automatic emails are sent to you when a transaction is made or a quote is automatically changed to an invoice and Wix keeps track of this in real time for you in your dashboard with easy to see tags for each invoice and quote you send out.
If you don't have a real system set up for your business or you are wondering how you can make your online presence more manageable then try out the Wix system.
An important >> Wix Disclaimer << when using their service.
Upgrading To Ascend
So what will you get by upgrading to ascend when using the invoice and quote areas?
The only benefit you will get is removing the Wix Ascend branding from everything you send out.
On the bottom of each quote and invoice you send you will see the Ascend branding letting companies know what you are using as a form of advertising for Wix.
At some point when you can afford it you will want to remove these branding options but this is not crucial to your business.
No client will reject you because they saw branding on your automated system. They might be impressed that you have your automated system so well put together to even care.
There are many facets to the Ascend package and it is important you familiarize yourself with the essentials so that you can understand what you are getting into.
Wix Invoices and Quote Settings
Accessing the settings section is 2 easy steps, just follow the instructions below.
1. From your dashboard, click on the "Settings" tab on the left-hand side menu.
2. Scroll to the very bottom of the left-hand side menu and click on "Quotes and Invoices"
Once you are here you will be able to change some key settings that will continually show on your forms until you want to change again.
The top section allows you to input your company ID for tax purposed, your currency used, payment terms, and what number you want your invoice system to start at.
If you have already been using an invoice system and want to continue where this left off, just change the number to your last sent invoice.
Underneath these areas is a button you can toggle which will turn off the ability for Wix to automatically turn you quotes that are accepted into Wix Invoices. I recommend keeping this option on to make it easier for your business.
The next section will allow you to input information like legal terms and a default message for your quotes. Use the default message to inform clients of a service you provide and thank them for using your business.
You can also change what your message says that the client will see in their actual email.
The next section is the exact same except for the invoices you will send.
You will also be given the option to remove Wix Ascend branding by upgrading your account. The upgrade includes much more than these two areas and to see a full list head over to my article that gives a full rundown on the upgrade package.
There is also a tax option that can be a great time saver if you input all your existing tax amounts you will be using so that you do not have to constantly change this when making each Wix Quote or Invoice individually.
BONUS: Automate Your Invoices and Quotes!
If you go into your Customer Management area and click on the "Automations" tab then you will see a world of automation that you can use to make your life easyyyyyy.
There should already by a number of automations created for invoices and quotes.
If you turn these on you will be able to automatically email your clients when their Wix Quote is 1 week away from expiration, the day of expiration, or accepted. You can do this exact same thing for invoices.
Now you don't have to hunt down procrastinating clients with threatening emails. Just make one email, turn on your automation, and you never have to think about it again.
Wix will keep you updated and track your clients activity for you.
This is what makes this option so incredibly powerful for business owners. Not only the ability to make and use the quotes and invoices but to automate pretty much the entire process.
All you have to do is create these automations first and then you can continue to use them as long as you want.
If you have any questions about Wix invoices or Wix quotes then leave a comment below and I'll get to you with the best answer I can find.
If this post helped you learn a little more about using these options and what is possible then please like and share this post with anyone you feel could use it!
I provide free, 10-minutes support sessions that you can sign up for here if you need some personal help figuring out these tricky Wix areas where there isn't a lot of information about. Let me know how I can help you!