What currencies can I use to issue an invoice?
You can create invoices in different currencies based on your active multi-currency accounts in Aspire:
SGD Account
USD Account
EUR Account
GBP Account
Understanding Invoice Customization
Before creating your invoice, it's helpful to understand what you can and cannot customize.
What you can customize
You can update various business details that appear on your invoices, such as your company logo, company address, and Terms and Conditions. See How to edit my Receivables and Business Details on Invoices and Payment Links for full details.
What you cannot customize
Mandatory fields
Tax field: This field is mandatory and will always appear on invoices. If your company does not charge tax, simply select "No tax".
Invoice number: Required for all invoices and must be unique for each invoice. Once used, invoice numbers cannot be reused, even if the invoice is deleted.
Invoice date and due date: Required for all invoices.
Features not yet available
Reusable invoice templates: While you can customize each invoice as you create it, you cannot create a custom template in Receivables Settings for reuse across invoices.
Scheduled or recurring invoices: Scheduled invoice creation is not currently supported.
We understand these features are important for your business. You can submit a feature request here to help us prioritize future enhancements.
How to create an invoice
Only Admin, Finance with transfer rights, and Finance with submit-only rights users can create, edit, and send invoices.
Follow the step-by-step instructions below to create an invoice.
On your Aspire dashboard, click "Invoices" in the left navigation bar (web app) or click "Menu" and choose "Invoices" (mobile app).
Click on "➕ New Invoice" in the top right-hand corner, then click "Create a new invoice"
Select who the invoice is being sent to or "Create a new customer"
Choose the invoice currency from the dropdown menu if you have the corresponding debit account activated on your Aspire account.
Complete the Invoice Items section, and place the Item Description, Price, QTY, Tax, and Discount. If you need to add another item, simply click on "➕New Item"
Complete the Invoice Details section by placing the Invoice Number*, Invoice Date, Due Date, and T&Cs, and select your source of funds** and payment options.
If you would like to preview the invoice, click on "Preview" or move forward by clicking on "Next".
Notes:
*The invoice number must be limited to a maximum of 13 characters.
**Select the source of funds you wish to receive into the specified multi-currency account. If you have multiple multi-currency accounts, please choose the appropriate one.
When entering a discount, you cannot enter a negative value. Simply enter the amount you’d like to deduct, and Aspire will automatically apply the discount to your item.
SGD Account - You can receive payments from abroad as long as your SWIFT SGD Account Details are activated.
7. Add a personalized message to the customer and fill out other particulars (if required)
8. Before sending the invoice, we recommend previewing it to ensure it appears as intended. If everything looks good, click "Send Invoice."
Your invoice will then be sent via email to your customer. This invoice will then appear in your Invoice Dashboard.
How to upload an invoice
You can upload any pre-existing invoice you have into our invoicing feature. As an example, If you create your invoices on another product, you can save them and then upload them into Aspire directly.
To upload an invoice, follow the steps by steps below.
On your Aspire dashboard, click "Invoices" in the left navigation bar (web app) or click "Menu" and choose "Invoices" (mobile app).
Click New Invoice in the top right-hand corner
Click on Upload an invoice
Upload the invoice from your computer (we support jpeg/pdf)
Select or Create a new recipient to whom you would like to send the invoice to
Fill out the Invoice Details:
Insert invoice number
Choose the invoice currency from the dropdown menu if you have the corresponding debit account activated on your Aspire account (the invoice payment funds will be added to your chosen currency)
Pick invoice date and due date
Insert terms and conditions that apply to your business (if any)
Select the payment options for your recipient
You can click Preview to view a sample of your invoice or click Next to continue
Edit the invoice's email: Customize the appearance of your invoice email to suit your preferences.
Click on Preview to ensure it looks correct. When you're ready, click on Send Invoice
If you're not ready to send this invoice, you can click on "Save as draft". This will keep it in a draft state until you're ready to send it.
How to set automated reminders for invoice payees
Follow the guides below to set auto-reminder for your invoices.
Setting the auto-reminder after sending the invoice
Once you have successfully sent the invoice, you will see this screen where you can click on "Set a reminder".
This action will prompt a screen to slide out, allowing you to toggle your preferred reminder schedule. Once you have configured your settings, simply click on "Done."
Setting auto-reminders on invoices from your Dashboard
On your Aspire dashboard, click "Invoices" in the left navigation bar (web app) or click "Menu" and choose "Invoices" (mobile app).
Select the invoice of your choice
Scroll down towards the "Reminder" section and click "Add" button
Tick the dates you wish to send the reminder emails to your client, then hit "Done"
Frequently Asked Questions
Can I create an invoice without sending an email, so I can send it separately with attachments?
Yes, you can download your invoice as a PDF and send it externally with your attachments. Here's how:
Create your invoice.
In the "Invoice details" step, click "Preview".
Download the invoice as a PDF.
Send the downloaded PDF via your own email, along with any attachments.
Important limitations:
The invoice will remain in Draft status in your Aspire dashboard.
Payments received will appear as inbound transfers, not as invoice payments.
You will not be able to use Aspire's payment reconciliation feature.
Recommended approach:
To maintain proper tracking while sending attachments, send the invoice through Aspire first to activate tracking, then send a separate email with your attachments.
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.