Open the app and tap Create Account. Fill in your first name, last name, email address, and business name, then tap Continue. Choose a password and tap Create Account.

Invoice Genie sends a 6-digit verification code to your email. Enter each digit — the form submits automatically once all six are in. Your organization, default business profile, and settings are all created for you.

See the full Registration tutorial.

Your administrator will give you a Registration Token. On the login screen tap Join with Token, enter the token and your details, and your account is created inside their organization. No email verification required. Your role determines what features you can access.

• Check your spam or junk folder.
• Tap Resend Code on the verification screen.
• Make sure you typed your email correctly.
• Codes are valid for 24 hours — resending extends the window.

Tap the Documents tab then tap +. To create an estimate, flip the “This is Estimate” toggle at the top. Fill in the client, add line items, set a due date, and tap Create Invoice or Create Estimate.

An invoice is a payment request for work completed. An estimate is a price proposal for work not yet done. Estimates include a response link so clients can accept or reject by email.

Open the document and tap the send button (paper plane icon). Choose Email (PDF attached, address pre-filled) or Text Message (PDF via SMS). After sending, the document is marked Sent.

When a client opens the link, an Opened pill appears next to the document number. The exact date and time appear inside the document. You also receive a push notification the moment they open it.

Open the invoice and tap the Paid Amount row. The form pre-fills with the remaining balance. Select a payment method, date, optional note, and tap Record Payment. When the full amount is recorded the invoice is marked Paid automatically.

Yes. Open an invoice, tap the three-dot menu (…), and choose Make Recurring. Set the frequency, start date, and end conditions. The server generates new invoices on schedule automatically.

Swipe right on any document row to reveal the green Duplicate button. It creates a copy with a new document number and today’s date. You can also duplicate from inside a document via the three-dot menu.

Green = Paid  •  Orange = Unpaid/Outstanding  •  Red = Overdue  •  Blue = Sent (awaiting payment).

Yes — up to 15 photos per document. Tap Add Photos in the editor. Photos upload in the background and are included when you share the PDF.

When you have text in the Additional Notes field, an Improve with AI button (purple wand icon) appears. It cleans up grammar and improves clarity for a more professional tone.

Tap the Clients tab then tap +. As you type a name (2+ characters), matching contacts from your address book appear as suggestions. Address Autocomplete fills the full address from Apple Maps. Tap Save — the app warns you if a duplicate is found.

The Activity tab shows outstanding balance, unpaid/overdue counts, and all invoices and estimates with status badges. The Info tab shows contact details and a billing address map. Quick-action buttons let you call, message, or email the client directly.

Invoice Genie shows exactly what will be deleted (e.g. “3 invoices, 2 estimates”). You must tap Delete Everything to confirm. An Administrator can restore deleted records from the Deleted Items screen.

The Items library (box icon, third tab) is a list of reusable product and service templates. Save an item once and it appears as a smart suggestion whenever you add a line item to any invoice or estimate.

Start typing in the Description field (2+ characters). A Suggestions section appears with up to 5 matching items. Tap any to auto-fill all fields. Items already on the invoice are excluded from suggestions.

No. Library items and invoice line items are independent. Editing a library item changes future suggestions only — existing invoices are unaffected.

Yes. Time Tracking requires an Invoice Genie PRO subscription.

Tap More → Time Tracking → +. Select a client (required), add an optional project name and notes, then tap Start Tracking. The timer runs in the background. On supported devices it appears on the Dynamic Island and Lock Screen.

Yes. Tap the yellow Pause button. Paused time is not counted in your billable total. Tap the green play button to resume.

On the Unbilled tab, swipe left and tap green Bill. Configure the hourly rate and tap Create Invoice — the editor opens pre-filled. Save and the entry moves to the Billed tab.

Yes, for unbilled entries. Open the entry, tap Edit, then tap the pencil icon next to the duration. Billed entries are locked — swipe left and tap Mark Unbilled first to unlock.

Yes. Receipts requires an Invoice Genie PRO subscription.

Tap More → Receipts → camera button. Point at the receipt — the app detects edges and runs OCR to extract merchant name, total, tax, date, and category. Review, correct if needed, and tap Save Receipt. You can also import from your photo library.

Yes. Every correction you make trains the ML system for that merchant. Future scans from the same store auto-fill more accurately. Learning data syncs to the cloud across all your devices.

Tap the export icon in the toolbar. Export all or select specific receipts. Choose CSV (for accounting/import) or PDF (formatted), then share via the iOS share sheet.

Yes. Purchase Orders require an Invoice Genie PRO subscription.

Tap More → Purchase Orders → +. Select a vendor from your client list, add line items and optional photos, add delivery instructions in Notes, and tap Create Purchase Order. POs do not include tax.

Open the PO and tap the send button. Options: Email, Text Message, or Shareable Link. When the vendor opens the link you receive a push notification and a blue Viewed badge appears.

From the Home tab, tap the bar chart icon in the top-right corner. All users can access Analytics regardless of role.

• Overview — outstanding balance, annual sales, and top 10 clients.
• Sales — bar chart of revenue by month or quarter. Tap to drill into invoices.
• Clients — revenue distribution across your client base with percentages.

Use the year picker to filter all tabs.

No. Only invoices count. Estimates represent potential revenue and are excluded from all calculations.

• Invoice — Viewed, Paid, Due Soon, Due Today, Overdue (at 1/3/7/14/21/30/45/60/90 days).
• Estimate — Viewed, Accepted, Rejected.
• Purchase Order — Viewed.

Tap any notification to jump to the related document.

The server runs a daily check at 9:00 AM Eastern Time. Configure how many days in advance you want a reminder (1, 2, 3, 5, or 7 days). Each overdue milestone can be individually toggled.

Go to More → Settings → Notification Settings. A master toggle controls all notifications; individual toggles control each type. Notifications are business-specific.

Yes. QuickBooks requires Invoice Genie PRO, an Administrator role, and an active QuickBooks Online account.

Tap profile avatar → Business Settings → QuickBooks. Choose Production or Sandbox, tap Connect with QuickBooks, sign in to Intuit, and authorize. Then enable the Enable QuickBooks toggle.

• Auto-Sync Invoices — new invoices push to QB automatically.
• Import Invoices — QB invoices pull into Invoice Genie.
• Sync Payments — payment statuses stay in sync.

One-time full sync and import are also available.

Disconnect and reconnect your QuickBooks account. Disconnecting does not delete any data.

Up to 3 businesses per organization. Each has its own invoices, clients, team, settings, and QuickBooks connection. Only Administrators can add, edit, or delete businesses.

Tap profile avatar → Current Business → Switch. Tap the target business — Invoice Genie refreshes all data.

In the Business Switcher tap +. Fill in the business name (required) and optional details. The + button is dimmed once you reach the 3-business limit.

In the Business Switcher swipe right on the business and tap Set Default (star icon). The default loads automatically every time you open the app.

Go to More → User Management → + to create a Registration Token. Set the role and access permissions, then share the token. The new member enters it under Join with Token on the login screen. See the Registration Tokens tutorial.

• Administrator — full access including settings, user management, and QuickBooks.
• Manager — create and manage all documents and clients.
• Accountant — read access to financial data and reports.
• Crew Member — limited; can log time and view assigned documents.

Tap profile avatar → Two-Factor Authentication → ON. Choose SMS, Email, or Authenticator App (scan the QR code with Google Authenticator, Authy, etc.). Once enabled, you are prompted for a code on every new sign-in. No PRO subscription required.

Authenticator App — codes are generated on-device and cannot be intercepted. SMS is easiest to set up; Authenticator gives the highest protection.

Contact Invoice Genie support for recovery. We recommend Authy, which offers cloud backup to prevent this situation.

Go to profile avatar → Two-Factor Authentication → OFF. Confirm the dialog, then enter your account password to verify. This extra step prevents someone with temporary phone access from disabling 2FA.

Tap profile avatar → Export Data. Choose Excel .xlsx or CSV, select document types and date range, then tap Export. The iOS share sheet opens when complete. Export is scoped to your currently active business.

Excel includes color-coded status cells, monthly groupings, and summary totals — best for reading. CSV is plain text, best for importing into other systems.

No. Invoice Genie fetches in batches of 2,000 with a progress bar. There is no record cap.