Overview
Follow this guide from top to bottom for a complete workflow, or choose a specific topic from the list.
Invoices
Request payment with accurate items, totals, and due dates.
Quotations
Share pricing that clients can review before work begins.
Proposals
Present scope, deliverables, timelines, and investment.
Payments
Record and monitor paid, partial, unpaid, and overdue balances.
PDF downloads
Download polished copies for customers and records.
Public document links
Share secure review pages without exposing your workspace.
Reminder automation
Follow up on outstanding invoices consistently.
Recurring invoices
Prepare repeat billing for retainers and ongoing services.
Step-by-step
- 1
Choose the right document
Use a proposal for scope, a quotation for pricing, and an invoice when requesting payment.
- 2
Select the client and project
Connect the document to the correct customer and engagement.
- 3
Add complete details
Enter line items, dates, currency, tax, notes, payment instructions, and document-specific content.
- 4
Preview before sending
Check names, totals, branding, numbering, and the client-facing layout.
- 5
Send and follow up
Share the public link or email, download a PDF when needed, and track responses or payment status.
Helpful tips
- Preview every document before sending.
- Keep payment instructions short and specific.
- Use recurring invoices only after confirming the schedule and recipient.
Common mistakes
- • Sending to an outdated client email.
- • Using the wrong currency or due date.
- • Editing a document without rechecking its total.
Frequently asked questions
Do clients need a CRM Gem account?
No. Clients can use secure public links to review shared documents.
Can clients download PDFs?
Yes. Supported public document pages provide PDF download actions.
When should I use recurring invoices?
Use them for predictable repeat billing such as retainers or ongoing monthly services.
Related guides
Clients
Add, update, search, and maintain accurate client records.
Projects
Create projects, update progress, and keep related documents easy to find.
Billing & Subscription
Compare Free and Pro, manage currency and payment methods, and handle your subscription.