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How-to guide

How to Create Quotes and Invoices in Poppi Social

Poppi Social

Creator Success Team

The short answer: open a deal, add your deliverables, then click Generate Quote or Generate Invoice in the "Ready to bill?" box. Poppi builds a preview from your deal and your business settings. Check it over, click Download PDF, and send the file to the brand yourself. Poppi doesn't send invoices or take payments for you. Your client pays you directly using the payment details printed on the invoice.

Before you start

You'll need a brand deal set up first. If you haven't made one yet, follow How to set up your first brand deal.

Step-by-step

1. Add your business details and invoice defaults

Go to Settings → Business & Invoicing. Fill in your Business Name, ABN / Tax ID, email, phone, website and Business Address. These details appear in the "From" section of every quote and invoice. Under Invoice Settings, add your Payment Terms (for example "Payment 14 days from invoice date") and any optional Invoice Notes, such as a thank-you message.

Settings page on the Business & Invoicing tab, showing Business Details and Invoice Settings fields

2. Add your payment details

Still in Settings, open the Payment Info tab. Add your Bank Details (Bank Name, BSB, Account Number, Account Name). These are printed on invoices when bank transfer is the payment method. You can also save a default PayPal email, a SWIFT/BIC code and an IBAN, and choose your Default Currency.

Settings page on the Payment Info tab, showing Bank Details, Payment Information and Default Currency & Rates sections

3. Open the deal and check its details

From Deals, click the deal card to open it. Check the Deal Value, Currency, Deal Status and Invoicing Status. Further down, the Deliverables & Pricing section lists what you're billing for.

Deal window showing deal value, currency, deal status, invoicing status and the Deliverables & Pricing section

4. Set up your deliverables (line items)

Each deliverable becomes a row on your quote or invoice. Give each one a Title, an optional Description and Due Date, and choose a Pricing Type: split evenly from the deal value, a fixed amount, or No amount (checklist only). Checklist-only items still appear on the document, marked "Included". Type in the "Add deliverable" box and click + Add to add more.

When you're ready, use the Ready to bill? box at the bottom and click Generate Quote or Generate Invoice.

Deliverables list on the deal with the Ready to bill? box and the Generate Quote and Generate Invoice buttons

5. Review your quote and download the PDF

Clicking Generate Quote opens the Quote Preview. At the top you can edit the Terms & conditions and add Notes for this quote only. Your defaults come from Business Settings, and Reset to Business Settings puts them back. The preview shows the quote number, date, your details, the brand's details, line items, total and payment details. Click Download PDF to save it.

Quote Preview window with the terms and notes fields, the quote document and the Download PDF button

Bottom of the quote preview showing the total, payment details, and terms and conditions

6. Generate the invoice and set a due date

Once the brand is happy, go back to the deal and click Generate Invoice. The Invoice Preview works like the quote preview, plus a Due date field that appears on the invoice. Check the details, then click Download PDF.

Invoice Preview window with the due date field, the terms and notes fields and the Download PDF button

Bottom of the invoice preview showing the line items, total and payment details

7. Send it yourself and track the status

Email or message the PDF to your brand contact. Poppi doesn't send it for you. On the Deals board, each card shows a badge such as Quoted, Invoiced or Paid, so you can see the billing status at a glance. These badges are separate from the deal's stage (Prospecting, Negotiating, Contracted, In Progress, Completed). Poppi doesn't update the status for you. Open the deal and change the Invoicing Status dropdown yourself (Draft, Quote, Approved, Invoiced or Paid). For example, choose Approved when the brand accepts your quote, and Paid when the money arrives in your account.

Each invoice has a payment status: paid, pending or overdue. Mark an invoice as paid yourself when the money arrives.

Using a different payment method for one deal? Open the deal and expand Payment and dates. Under Payment Method, choose Other (custom payment method) and add the details in Payment Instructions.

FAQ

Does Poppi send the invoice to my client?

No. Poppi creates the PDF and you download it and send it yourself, by email or however you usually talk to the brand.

Can my client pay through Poppi?

No. Poppi has no payment processor. Your invoice shows your payment details (bank transfer, PayPal, SWIFT or a custom method), and your client pays you directly. You don't need to connect anything to start invoicing.

Are Quoted, Invoiced and Paid pipeline stages?

No. They're badges on the deal card. The stages are Prospecting, Negotiating, Contracted, In Progress and Completed, so a deal can be In Progress and Invoiced at the same time.

Can I change the terms on just one invoice?

Yes. Edit the Terms & conditions or Notes in the preview. Those changes apply to that document only. Click Reset to Business Settings to go back to your defaults.

Is Poppi accounting software?

No. Poppi helps you quote, invoice and track brand deal income, but it doesn't track expenses or replace accounting or tax software. It's designed to sit alongside tools like Xero, MYOB and QuickBooks.