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Create, send and keep track of every invoice

Build itemized invoices from your product list, or bill many customers for the same product in one go. Email them with a link to pay online, and see at a glance which invoices are drafts, sent, partly paid, paid or shipped.

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The SellTrac Manage Invoices screen: a list of invoices with customer, dates, total, amount paid, balance and a status of Paid, Partially Paid, Sent, Shipped, Completed or Draft

Itemized invoices

Add products or services from your catalog, with quantity, price, tax and discount on each line.

Email and pay online

Send the invoice by email. Your customer opens it and pays with the methods you have turned on.

Many customers at once

Pick a product once and create a separate invoice for every customer who bought it.

Organized by status

Every invoice is labelled Draft, Sent, Partially Paid, Paid, Shipped or Completed.

Generate

Create an invoice in minutes

Choose the customer, add items from your product catalog or type a one-off line, and SellTrac works out the tax, discounts and total for you.

Add shipping charges to the invoice so delivery is paid for together with the order.

  • Customer details and shipping address taken from the customer record
  • Tax and discount on each line, with the totals calculated for you
  • Shipping charges on the invoice, applied one by one or to many invoices at once
  • Templates and colors with your logo, and a PDF copy of every invoice
Bulk invoicing

Invoice many customers for the same product at once

Selling one item to lots of people, for example after a live sale or a product drop? Open Sales → Sale by Customer, pick the product once, list the customers who bought it and how many each took, and SellTrac creates a separate invoice for every one of them in a single step.

Example: 20 customers each buy your cotton T-shirt. Instead of building 20 invoices one at a time, choose the T-shirt, add the 20 customers and click Create. You get 20 separate invoices, each with its own invoice number, its own customer and its own total.

Every invoice belongs to one customer only. It carries that customer's details, their quantity and price, and their tax, so nobody is billed for anyone else's order.

  • Pick the product once and its price fills in on every customer row
  • One separate invoice per customer, each with its own number
  • Change the quantity, price or tax for any one customer, and add a note to their line
  • Invoice date, due date and notes set once for the whole batch
  • Stock reduced by the total quantity sold
The SellTrac Sale by Customer screen titled New invoice, 1 item to multiple customers: Cotton T-shirt selected with 124 in stock, then five customers each with their own quantity, the 24.00 price and amount, one with the note Size M, and a total quantity of 9 and total amount of 216.00
How it works

How bulk invoicing works

Everything happens on one screen in SellTrac: Sales → Sale by Customer, also under + → New Sale By Customer at the top of every page.

  1. Collect orders

    Post your product on social media

    Share a photo, the price and a short instruction such as "comment your quantity to claim yours". Use a normal post, a group post or a live sale, whatever your customers already follow.

    • Ask buyers to comment with their quantity
    • Add the product to SellTrac once, with its price
    Gem StudioJust now · Public Example post

    New drop: Amethyst 14 x 8 oval cabs, set of 3 for $15. Comment your quantity to claim yours!

    Amethyst 14 × 8 oval · set of 3 · $15
    💜 👍 485 comments
  2. Customer inquiries

    Customers comment with what they want

    Each buyer replies with a quantity, for example "2" or "2 amethyst". There is nothing for them to install or sign up for: they order the way they already talk to you.

    Keep selling while the comments come in. You don't need to stop and write anything down.

    Top fanEmily Carter2 amethyst
    Like · Reply · 3m
    Marcus Reed1
    Like · Reply · 3m
    Sofia Alvarez3 amethyst
    Like · Reply · 2m
    Daniel Brooks1
    Like · Reply · 2m
    Top fanPriya Nair2 amethyst
    Like · Reply · 1m
  3. Copy

    Select the comments and copy them

    When the sale ends, select the comments on the post and copy them (Ctrl + C, or long-press and Copy on a phone). Copy everything, extras included; SellTrac sorts it out in the next step.

    • No app connection or social media login needed
    • Works with comments or order messages copied as text
    Top fanEmily Carter2 amethyst
    Like · Reply · 3m
    Marcus Reed1
    Like · Reply · 3m
    Sofia Alvarez3 amethyst
    Like · Reply · 2m
    Daniel Brooks1
    Like · Reply · 2m
    Top fanPriya Nair2 amethyst
    Like · Reply · 1m
    Comments copied Ctrl+C
  4. Paste into SellTrac

    Paste, and SellTrac finds each buyer and quantity

    Open "Invoice for multiple customers", choose the product you sold, then click Social Media Paste and paste the comments.

    SellTrac skips extras like "Top fan", "Like" and "Reply", and keeps each customer's name with the quantity on the next line. If a customer mentions the product, for example "2 amethyst", the product you chose for this sale is used.

    • Check the list before anything is created
    • Existing customers are matched; new names are added as new customers
    SellTrac · Social Media PasteReal SellTrac screen
    SellTrac Social Media Paste: the copied comments pasted in, and the customers found with their quantities (Emily Carter 2, Marcus Reed 1, Sofia Alvarez 3, Daniel Brooks 1, Priya Nair 2)
  5. Invoices generated

    Every invoice is created for you

    Each customer gets their own invoice with the product, quantity and price filled in, totalled and ready to send. Five comments became five invoices in one step.

    Invoices
    5
    Items
    9
    Total
    $135
    SellTrac · Invoice for multiple customers · Amethyst 14 x 8 oval cab, set of 3Real SellTrac screen
    SellTrac invoice form filled in from the pasted comments: Emily Carter 2, Marcus Reed 1, Sofia Alvarez 3, Daniel Brooks 1 and Priya Nair 2 at $15.00 each, total quantity 9, total amount $135.00
  6. Get paid

    Send each customer a payment link

    Click "Copy Invoice Link" and paste it into your reply or a direct message. The customer opens the invoice and pays online, and the payment is recorded against it automatically.

    Paid orders then move on to shipping, where you can print every label in one go.

    Copy Invoice Link button in SellTrac
    One link per customer, shared where they already are.
Send and get paid

Send it, get paid, keep the record straight

Email the invoice straight from SellTrac. Your customer gets a link to view it and pay online with the payment gateways you have turned on.

When a payment arrives it is recorded on the invoice and the status changes by itself, so you never update a spreadsheet by hand.

  • Send and resend invoices by email
  • A pay-online link on every invoice
  • Part payments tracked until the balance is cleared
  • Payment reminders for invoices that are still open
  • Payment receipts, and credit notes when an invoice needs correcting
Manage and organize

Keep every invoice organized

The invoice list shows each invoice with its customer, dates, amount due and status. Search it, filter it and act on many invoices at once.

  • Statuses: Draft, Sent, Partially Paid, Paid, Shipped and Completed
  • Update the status of many invoices at once, or delete them in bulk
  • Merge several invoices into one
  • Duplicate an invoice to reuse it for a repeat order
  • Invoice summary report with CSV export

From order to paid invoice

The same steps every time, whether you send one invoice a week or fifty a day.

  1. Add your products and customers

    Set up your catalog in inventory management and save your customers once.

  2. Create the invoice

    Pick the customer, add items and shipping, and check the total.

  3. Send it

    Email the invoice. Your customer can view it and pay online.

  4. Get paid

    The payment is recorded on the invoice and its status moves to Paid or Partially Paid.

  5. Ship it

    Buy the shipping label from the paid invoice with shipping management.

Frequently asked questions

Straight answers about how this works in SellTrac.

Can I create invoices for many customers at once?
Yes. Use Sale by Customer: pick one product, add the customers who bought it with their quantities, and click Create. SellTrac creates a separate draft invoice for each customer in one step.
Does each customer get their own invoice?
Yes. Each invoice has its own number and only that customer's details, quantity, price and tax. If the customer already has an unpaid or sent invoice and the Add Items to Un-Paid or Sent Invoices switch is on, the item is added to that invoice instead.
Can I put several products on bulk invoices?
Sale by Customer adds one product at a time. Run it again for the next product with Add Items to Un-Paid or Sent Invoices switched on, and the product is added to the same customers' open invoices.
Can customers pay my invoices online?
Yes. Every invoice you send includes a link to pay online with the payment methods you have turned on, such as card through Stripe, PayPal, Square, Zelle or Venmo. See payment gateways.
Can I add shipping charges to an invoice?
Yes. Shipping charges can be added to an invoice so the customer pays for delivery with the order, and you can apply them to several invoices at once.
Can I change how my invoices look?
Yes. Choose an invoice template and color and add your logo. Every invoice can also be downloaded as a PDF.
What happens if a customer pays only part of an invoice?
The payment is recorded and the invoice is marked Partially Paid until the rest is paid.
Do invoices update my stock?
Yes. Products on an invoice are taken out of stock automatically, so your inventory stays accurate.

Collect the order, invoice it, take it from stock, get paid, then ship it. Each feature picks up where the last one ended.

  1. 1 Social Media Copy & Paste Sell in posts and live sales, copy the customer comments, paste them into SellTrac and get...
  2. 2 Invoice Generator You are here
  3. 3 Inventory Management Manage products and services with SKUs, barcodes, prices and variants. Stock updates autom...
  4. 4 Payment Gateways Connect Stripe, PayPal, Square, Zelle or Venmo and let customers pay invoices online. Paym...
  5. 5 Shipping Management Fund a shipping wallet, compare carrier rates, buy and print domestic and international la...
  6. 6 Bulk Label Printing Select many paid invoices, compare carrier rates, buy every label in one step and print th...

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