Invoice components

Invoices in Wingspan can be broken down into several sections:

  • Client information
  • Work summary
  • Collaborator association
  • Other details
  • Due date
  • Sending the invoice

Each section of the invoice defines the various aspects of who the invoice is sent to, work and compensation descriptions, payment scheduling and deadlines, and receipts.

Client information

  • Client Company—The name of the company you are billing. This information is optional.
  • Contact Name—The name of the client that you are sending the invoice to.
  • Contact Email—The email address of the client that you are sending the invoice to. You can list multiple email addresses if needed. After the first email is listed on the invoice, any additional emails are CC’d on the recipient list.

Work summary

  • Description—A description of the services rendered.
  • Amount—The total amount due for the services rendered. You can set your rate to
    • Fixed—A static amount that does not change based on the number of hours worked or the quantity of items produced.
    • Hourly—A dynamic number that varies depending on the number of hours worked.
    • Quantity—A dynamic number that is dependent on the number of items produced, regardless of hours worked.
  • Apply a discount—You can apply a discount in a fixed amount or based on the percentage of the total amount.
  • Reimbursable Expense—You can convert the invoice into a reimbursement invoice. This enables you to bill the client for a reimbursable expense rather than for services rendered.
  • This is correct, however can an invoice contain multiple line items, those can be reimbursable or not. It doesn't need to be the whole invoice.

Collaborator association:

  • If needed, you can designate a certain amount of the payment to be sent to other Collaborators. This is useful if you employ subcontractors.

Other details:

  • You can enhance the description of the invoice by including identifying information, such as the name of the project, to differentiate between invoices more easily. Additionally, you can include any notes for the invoice and add attachments.

Due date:

  • The payment due date can be set to be upon receipt of the invoice, 7 days after receipt, or 30 days after receipt. Alternatively, you can set a specific due date.

Sending the invoice:

  • Invoices can be sent to the client immediately, scheduled for a future date, or set to be recurring. Invoices recur monthly or weekly.
  • If needed, late fees can be applied to overdue invoices. The late fee charge is set by either a fixed amount or a percentage of the invoice total. The late fee recurs each week or month, depending on your configuration, that the invoice remains unpaid.
  • Before sending the invoice, you designate which payment methods are available to the client. The payment methods can be one, or all, of the following:
    • Credit card—The client can pay with any major credit card. Fees are passed onto the client by default.
    • ACH Debit—On behalf of the client, Wingspan withdraws funds from their account to facilitate payment.
    • Manual Wire / ACH Credit—Clients instruct their bank to make a transfer to a virtual bank account where we collect the payment.
  • By default, Wingspan sends reminder notifications to clients when the invoice remains unpaid, and the due date is approaching.
  • If privacy is a concern, you can hide your personal information on the invoice.
  • When the invoice email is sent, the client receives a PDF copy of the invoice and a link to initiate payment.

Invoice API endpoint components

In the request body of the invoice endpoint, Wingspan defines a broad range of attributes that constitute the various options and settings for an invoice.

In the table below, you can find the parameters and attributes that make up the request body of the invoice endpoint.

Note: The Null data type deletes any value associated with the endpoint property.

PropertyUseData typeValueDescription
dueDateRequiredStringDefined by youThe date that the invoice is due.
The credit card processing fee. If applicable, you indicate who pays this processing fee. The fee is passed to either yourself, the client, or to the client but as a percentage of the total.
currencyRequiredAny or null"USD", "CAD", etc.Define the currency that is used for the transaction.
An array of line items defines essential details about the invoice.
memberClientIdRequiredArray Generated when the client creates an account. The memberClientId is the identifier that indicates the invoice recipient. This is usually the client. If you do not have the memberClientId you can find it by calling the GET /payments/memberClient endpoint and filter your results by using URL query parameters.
This is an optional parameter that, if selected, allocates an amount of the payment to a Collaborator.
statusOptionalAny or nullOpen
This parameter indicates the current status of the invoice. Most attributes are self-explanatory. However, when a client makes an invoice payment outside of Wingspan (cash for example), they can mark the invoice as PaymentInTransit.
attachmentsOptionalObject or nullcustomAttachmentIdsUse this field to indicate if there is an attachment associated with the invoice. If so, define the attachment ID in the customAttachmentIds object.
metadataOptionalObject or nullInvoiceMetadataYou can enhance the description of the invoice by including metadata as an object in the call. For example, the metadata could include a purchase order number.
acceptedPaymentMethodsOptionalArray of any or nullCredit
This parameter indicates which payment method is provided to the client. One or all three can be listed.
clientOptionalObjectclientIDThis is the identifier that Wingspan uses to associate an invoice with a client.
invoiceNotesOptionalStringDefined by youThe invoice notes attribute is used to include additional information about the invoice.
If you choose, you can include a late fee for your invoice. The late fee can be recurring.
labelsOptionalObjectDefined by youYou can use labels from the Labels Dictionary to help keep track and organize your invoices.
Depending on your preferences, you can use this parameter to configure how the invoice is sent to the client.
integrationOptionalObjectquickbooksIf you take advantage of the Wingspan-QuickBooks integration, you can link the invoice to your QuickBooks account by using this parameter.