Frequently Asked Questions

Note: 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 do I upload my logo? How do I print an invoice? How do I print a PDF version of my invoice? How do I print an invoice without a header/footer? How do I archive an invoice? How do I delete an invoice? How do I edit an invoice? How do I send an invoice? How do I mark an invoice as paid (record a payment)? How do I delete a payment? How do I add tax? How do I give a discount? How do I convert an estimate to an invoice? Which statuses can an invoice have? How do I change the status of an invoice? How do I download a PDF-version of an invoice? How do I duplicate an invoice? How do I edit an expense? How do I edit a customer? How do I delete a customer? How do I edit or delete a contact's e-mail address? How do I enable online payment / allow customers to pay by credit card? What to do if PayPal shows the error: "Things don't appear to be working" How do I change my login details (e-mail address or password)? How do I contact support? How do I update my billing details? How do I cancel my subscription? How do I close my account?


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 jpeg, png and gif.
How to print an invoice

To print an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page
  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.
  2. Click the icon to the left of the invoice and select "Download / Print PDF" in the drop-down.
  3. The invoice PDF should automatically be downloaded to your device. If you don't see the file directly, then navigate to the /Downloads folder on your computer or device.
  4. Click "File" in the top menu and select "Print" in the drop-down.
  5. Click "Ok" in the popup.
How to print without a header/footer

The headers and footers on your print-outs are placed there by your internet browser.

There are two ways to remove them.

  • Print the PDF instead. It is always clean.
  • Remove the header and footer from your browser settings. Here's how: - In the print dialog, click on "More Settings" or "Show details" to expand the options. Then, uncheck "Headers and footers" or "Print headers and footers."
How to 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
  2. Click the icon to the left of the invoice and select "Archive" in the drop-down

To look at your archived invoices, select "archived" from the filter options right above the invoice table.

How to delete an invoice

To permanently delete an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page
  2. Click the icon to the left of the invoice and select "Delete" in the drop-down
  3. Click the "OK" button to confirm.

Deleted invoices cannot be retrieved.

How to edit an invoice

To edit an invoice, do the following:

  1. Locate the invoice on the "List of Invoices" page
  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.
  2. Click the icon to the left of the invoice and select Send.
  3. On the page that opens you can enter your customer's email address and send the invoice.
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
  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 and select the receiving account.
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
  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. A menu with additional options will open immediately.
  2. Click the checkbox next to "Sales Tax". A tax column will appear immediately to the right of the Quantity column inside the invoice template below.
  3. Click inside the "Tax" column and select "New Tax". A new pop-up will open in which you can enter the tax name, tax rate and accounting method.

To reuse a tax rate, simply click inside the tax column and select the tax rate. To charge multiple tax rates, click inside the tax column and select all the tax rates that apply.

How to give a discount

To give a discount, do the following:

  1. On the 'New Invoice' or 'Edit Invoice' page, select the invoice line item 'Discount'.
  2. Enter the amount you want to give as a discount in the unit price field and enter the quantity.

The discount will automatically get subtracted from the subtotal. Note that the applied discount cannot exceed the subtotal.

How to convert an estimate to an invoice

To convert an estimate to an invoice, do the following:

  1. Locate the estimate on the "List of Estimates" page
  2. Click the grey icon to the left of the estimate and select "Convert to invoice" in the drop-down
  3. An invoice ready for editing will now automatically be created based on the estimate you selected.
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. Past Due (an invoice that was not paid by the due date)
  5. Paid (an invoice that is fully paid)
  6. Partial (an invoice that is partially paid)
  7. Shipped (an invoice which has been marked as shipped)
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.
  2. Click on the invoice number to open the invoice.
  3. On the View Invoice page that opens, click on the "More Actions" drop-down above the invoice and select "Change status to …".

Note: If you have accidentally marked an invoice as paid and want to change this, you cannot use the approach above. Instead, you should 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.
  2. Click the icon to the left of the invoice and select "Print / Download PDF" in the drop-down.
  3. The invoice PDF should automatically be downloaded to your device. If you don't see the file directly, then navigate to the /Downloads folder on your computer or device.
How to duplicate an invoice

To create a duplicate, do the following:

  1. Locate the invoice on the "List of Invoices" page.
  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 an expense

To edit an expense, do the following:

  1. Locate the expense on the "List of Expenses" page.
  2. Click the expense number in the first column.

On the page that opens you can edit your expense. Remember to save it when you are done.

How to edit a customer

To edit a customer, do the following:

  1. Locate the customer on the "List of Customers" page.
  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.
  2. Click the grey icon to the left of the customer and select "Archive customer" in the drop-down.

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. Go to the "List of Customers" page
  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 email.

Note: Remember that you have to have or create a Paypal account first.

What happens next:

  1. Your customers will see a "Pay Invoice" button above any invoices you send through ShopHost.
  2. After clicking the "Pay Invoice" button, your customer will be able to pay the invoice online via a payment page set up by Paypal.
  3. 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.
What to do if PayPal shows the error: "Things don't appear to be working"

If your customer saw the error message "Things don't appear to be working. Please try again later", this could be happening because your PayPal email address was entered incorrectly in your ShopHost account.

Please confirm your PayPal email address is correct:

  1. Click "Settings" in the top right corner
  2. Click "Online Payment" in the menu
  3. On the page that opens, scroll down to check your PayPal email address.

Online payment via Paypal will only work if you enter an email that has a PayPal account associated with it.

If you are certain the email is correct and you are still having problems, please contact Support.

How to change your login details

To change your login e-mail address:

  1. Click "Settings" in the top right corner
  2. Click "Change E-mail Address" in the menu
  3. On the page the opens, you can change your login e-mail

To change your password:

  1. Click "Settings" in the top right corner
  2. Click "Change Password" in the menu
  3. On the page the opens, you can change your password
How to contact support

To contact support, go to the Help menu at the top right of this page. Then click "Contact Support" in the sub-menu.

How to update your billing details

To update your credit/debit card details, log in to your account and do the following:

  1. Click "Settings" in the top right corner
  2. Click "My Profile" in the sub-menu
  3. Click on the blue link "Update your payment information"
  4. Enter the details of your new credit/debit card information in the boxes provided
  5. Click on "Update Card"
  6. Wait for the confirmation message at the top of your screen

This replaces the other card completely.

How to cancel your subscription

To cancel your subscription at ShopHost, do the following:

  1. Click "Settings" in the top right corner
  2. Click "Close Account" in the sub-menu
  3. On the page that opens, click on the "Cancel Paid Plan" button
  4. Click again to confirm that you're canceling your paid plan.
How to close your account

To close your account, do the following:

  1. Click "Settings" in the top right corner
  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.