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Frequently Asked Questions


NB: The help on this page for a large part presumes that you are logged in (it refers to menu options and functionality that is only available when you are logged in).

If you don't have an account, the help below can give you an illustration of what you can do with one. To create a free trial account, go to either the Invoice Template page or the Sign Up page.




How to upload your logo

To upload your logo, do the following:

  1. Click the link "Show Customization Options" directly beneath the page headline on the "New Invoice" or "Edit Invoice" page. The options will appear immediately, without a page reload.
  2. Click the checkbox next to "Logo". A logo upload form will appear immediately inside the invoice template below, again without a page reload.
  3. Use the logo upload form to upload your logo. It accepts the four most common image formats: jpeg, gif, png and bmp.


How to print an invoice

To print an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the invoice number
  3. On the page that opens you will see the invoice and several buttons above it
    1. To do a quick-print click the "Print" button
    2. To print a clean version of the invoice (no header/footer text), click the "PDF" button to download and print a PDF-version of your invoice.


How to print a PDF version of an invoice

To print a PDF-version of your invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Download / Print PDF" in the drop-down
  3. When the File Download popup opens, click "Open". Your invoice will now open in Acrobat Reader.
  4. Click "File" in the top menu and select "Print" in the drop-down
  5. Click "Ok" in the popup.


How to print an invoice without a header/footer

When you do a quick-print (i.e. printing by clicking the Print button instead of clicking the PDF button) you'll notice that your invoice has a header and a footer (usually containg the date, web address and page numbers). The header and footer text are placed there by your browser, not aynax.com. There are two ways to remove them:

  • Print the PDF instead. It is always clean.
OR

  • Turn off the header/footer text in your browser. I'm listing how this is handled in four browsers below. Just find the browser you use, and then follow the instructions. As you can see, it is much easier to simply print the PDF.
    1. Internet Explorer
      1. Click "File" in the browser menu (at the very top of your screen)
      2. Select "Page Setup" in the drop-down
      3. Select "-Empty-" in all the drop-downs in the section labelled "Headers and Footers" in the bottom half of the print dialog.
    2. Firefox
      1. Click "File" in the browser menu (at the very top of your screen)
      2. Select "Page Setup" in the dropdown
      3. Click the "Margins & Header/Footer" tab
      4. Select "--blank--" in all the drop-downs in the section labelled "Headers and Footers" in the bottom half of the print dialog.
    3. Chrome
      1. Headers / Footers cannot be removed from Google's Chrome. Your only option is to print a PDF-version instead.
    4. Safari (Mac-version)
      1. Click "File" in the menu
      2. Select "Print"
      3. Remove the checkbox next to "Print headers and footers" at the bottom of the print dialog.


How to delete/archive an invoice

To remove an invoice from the regular view, just archive it. To archive an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Archive" in the drop-down
To look at your archived invoices, click the link "Archive" directly above the List of Invoices. To navigate back, click the link "All".


How to edit an invoice

To edit an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Edit" in the drop-down
On the page that opens you can edit your invoice. Remember to save it when you are done.


How to send an invoice

To send someone an invoice by e-mail, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Send"=>"Send by Email" in the drop-down
  3. On the page that opens you can enter your customer's email address and send the invoice. If you need to send your invoice to multiple recipients, just click the green plus sign to the right of the send form to add more e-mail addresses.


How to add items to the items drop-down

To add more items to the items list, do the following:

  1. Click "Invoices" in the top-menu
  2. Click "Items" in the sub-menu
  3. Click the "New Item" button to the right
On the page that opens you can add and remove items from the items list.


How to record payment on an invoice (mark it as paid)

To record a payment on an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Record Payment" in the drop-down
  3. On the page that opens you can record the payment as well as add notes, indicate payment method, etc.


How to delete a payment

To delete a payment that has been recorded on an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Record Payment" in the drop-down
  3. On the page that opens you can find the payment and delete it by clicking the grey icon to its left


How to add tax

To add tax, do the following:

  1. Click the link "Show Customization Options" directly beneath the page headline on the "New Invoice" or "Edit Invoice" page. The options will appear immediately, without a page reload.
  2. Click the checkbox next to "Tax". A tax column will appear immediately to the right of the Quantity column inside the invoice template below, again without a page reload.
  3. Enter the tax percentage on the line(s) where it is required. The tax will be calculated automatically and shown in a field underneath the subtotal.


How to give a discount

To give a discount, do the following:

  1. Click the link "Show Customization Options" directly beneath the page headline on the "New Invoice" or "Edit Invoice" page. The options will appear immediately, without a page reload.
  2. Click the checkbox next to "Discount". A discount field will appear immediately under the Subtotal inside the invoice template below, again without a page reload.
  3. Enter the amount you want to give as a discount in the field.


How to handle advance payments / retainers

You can for example invoice the retainer on one invoice, and thereafter bill against the retainer by adding negative amounts on subsequent invoices.

Here's how this could be done:

  1. Invoice #1 July 30th:
    • Invoice for a retainer of $100.
    • Record a payment of $100 when your customer pays (for example August 7th)
  2. Invoice #2 August 14th:
    • Line 1: Sell goods or services for $30.
    • Line 2: From retainer August 7th: -$30
    • Balance due: 0.00
  3. Invoice #3: August 21st:
    • Line 1: Sell goods or services for $70.
    • Line 2: From retainer August 7th: -$70
    • Balance due: 0.00
At the end of the example the retainer will be exhausted and you can repeat the cycle. To make your paperwork easier, you can also add a reference in line 2 of invoice #2 and #3 back to invoice #1.


Which statuses can an invoice have

An invoice can have the following statuses:

  1. Draft (regular invoice)
  2. Sent (sent by either email or post)
  3. Viewed (a sent invoice that has been viewed by the recipient)
  4. Paid (an invoice that is fully paid)
  5. Partial (an invoice that is partially paid)


How to change the status of an invoice

To change the status of an invoice, do the following:

  1. Locate the invoice on the "List of Invoices"page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and move the mouse pointer to "Change Status To:" in the drop-down
  3. Select the status you want in the side-menu that opens
NB: If you have accidentally marked an invoice as paid and want to change this, you cannot use the approach above. Instead you have to delete the payment recorded on the invoice. Click here to see how to do this.


How to download a PDF-version of an invoice

To download a PDF, do the following:

  1. Locate the invoice on the "List of Invoices" page (click the Invoices tab in the top menu)
  2. Click the icon to the left of the invoice and select "Print / Download PDF" in the drop-down
  3. Click "Save" or "Open" in the dialog window that opens


How to duplicate an invoice

To create a duplicate, do the following:

  1. Locate the invoice on the "List of Invoices" page (click Invoices in the top menu)
  2. Click the icon to the left of the invoice and select "Duplicate" in the drop-down
  3. A duplicate is created and opened in "Edit" mode ready for any changes you want to make before saving it.


How to edit a customer

To edit a customer, do the following:

  1. Locate the customer on the "List of Customers" page (click Customers in the top menu)
  2. Click the name of the customer
  3. Click "Edit Customer" in the bottom right corner (under the "Quick Links")
  4. A page where you can edit your customer and all contacts with this customer will now open. Remember to click "Save" when you are done.


How to delete/archive a customer

To remove a customer from the regular view and the drop-down in the invoice template, just archive him/her. To archive a customer, do the following:

  1. Locate the customer on the "List of Customer" page (click "Customers" in the to-menu)
  2. Click the grey icon to the left of the customer to archive him/her
To look at your archived customers, click the link "Archive" directly above the List of Customers. To navigate back, click the link "Active".


How to edit or delete a contact's e-mail address

To delete or edit a contact's e-mail address, do the following:

  1. Click the "Customers" tab in the top menu
  2. Find the customer's name in the table and click it
  3. Click "Edit Customer" in the bottom right corner (under the "Quick Links")
A page where you can edit your customer and all contacts including their e-mail addresses will now open. To delete an e-mail address or a contact, click the grey icon to the right of the contact. Remember to click "Save" when you are done.


How to enable online payment

To enable online payments, do as follows:

  1. Click "Settings" in the top menu
  2. Click "Online Payment" in the sub-menu
  3. Add your Paypal e-mail address in the field at the bottom of the page and click save
NB: Remember that you have to have or create a Paypal account first.

What happens next:
  1. When you send invoices through aynax.com from now on, the checkbox next to "Allow online payment by credit card" on the "Send Invoice" page will be automatically checked. You can of course uncheck it if you prefer that certain invoices aren't paid online.
  2. When the customer receives the invoice and views it online, there will be an extra button next to the "Print" and "PDF" buttons: "Pay Invoice".
  3. Once the customer clicks the "Pay Invoice" button, he'll be able to pay the invoice online via a payment page set up by Paypal. The money will go directly to you.
  4. As soon as the customer pays, the payment will automatically be recorded on the invoice, the balance due will be set to 0.00 and its status will change to "Paid". The customer will also receive a receipt from Paypal.


How to change your login details

To change your login e-mail address or your password do the following:

  1. Click "Settings" in the top menu
  2. Click "Login Details" in the sub-menu
On the page the opens you can change your login e-mail and/or your password.


How to contact support

To contact support, just click "Contact Support" in the sub-menu on this page (see the top of the page).



How to close your account

To close your account, do the following:

  1. Click the "Settings" tab in the top menu
  2. Click "Close Account" in the sub-menu

On the page that opens you can close your account simply by clicking the "Close Account" button.





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