FAQ & setup guide

What is the recommended order to set up MamaInvoice?

Follow this path so the first invoice is complete: create an account, create an organization, configure invoice numbering, upload logo / seal / signature, set up SMTP, add bank accounts, add clients, then create an invoice.

1. Register or sign in (email or Google).
2. Create an organization with legal name, address, tax ID, and currency.
3. Settings → Invoice numbering: prefix, padding, reset period.
4. Settings → Branding: logo, seal, signature, size, and position. Save placement.
5. Settings → Email / SMTP: Gmail App Password + test email.
6. Bank accounts: add payout details.
7. Clients: add bill-to contacts and branding toggles.
8. Invoices → New: issue, preview, download, or email.

Breadcrumb: Account → Organization → Numbering → Logo → Seal → Signature → SMTP → Banks → Clients → Invoice.

How do I create an organization step by step?

An organization is one business. Clients, invoices, banks, and branding are isolated per organization.

1. After login, open Organizations from the app header or home.
2. Click New organization.
3. Enter organization name (required). Add email, phone, billing address, and tax ID (GSTIN / VAT / EIN as applicable).
4. Choose the default currency (you can still change currency on individual invoices).
5. Save. You are taken to that organization’s dashboard.
6. To edit later: open the org → Settings → Organization. Update name and contact details, then Save.

Breadcrumb: Login → Organizations → New organization → Dashboard → Settings → Organization.

Can I run more than one organization?

Yes. Create additional organizations from the Organizations list. Each has its own clients, invoices, numbering, branding, SMTP, and bank accounts. Free and Pro plans set how many organizations you can own.

Switch orgs anytime from the organization switcher — you will not mix data between businesses.

How do I set up automatic invoice number increments?

Invoice numbers are generated atomically per organization so two invoices never share the same number in the same sequence.

1. Open your organization → Settings → Invoice numbering.
2. Set Prefix (example: INV- or 2026-). Optional Suffix if you need a trailing code.
3. Set Padding length (example: 4 produces INV-0001, INV-0002).
4. Set Starting number if you are migrating from another tool (example: start at 120).
5. Choose Reset period: financial year (pick start month, commonly April in India), calendar year, or never reset.
6. Optionally turn on per-client sequences if each client should have their own 0001, 0002… series.
7. Save. The next new invoice receives the next number automatically — you do not type it by hand.

Breadcrumb: Organization → Settings → Invoice numbering → Save. Downloads are named like 2026-2027-INV-0001.pdf when financial-year reset is used.

How do invoice numbers stay unique?

Numbers are allocated in the database with a lock per organization (and period / client scope when those options are on). Concurrent users cannot receive the same number. If a draft is deleted, that number is not reused automatically — the sequence only moves forward.

How do I add my organization logo?

The logo sits in the invoice header on screen, PDF, Word, and public share pages.

1. Go to Organization → Settings → Branding.
2. Under Organization logo, choose Upload logo (or Replace logo).
3. Select a PNG or JPEG file up to 100 KB. Square or landscape logos both work; they are scaled to fit the template.
4. The preview updates immediately. Use Remove logo if you need to clear it.
5. Optionally open Settings → Invoice template to pick Classic, Modern, Minimal, or Professional.

Breadcrumb: Organization → Settings → Branding → Logo. Per-client: Clients → edit client → Show on invoices → Logo.

How do I upload and size the company seal (stamp)?

The seal (rubber stamp) prints at the bottom-right of invoices together with the signature.

1. Open Settings → Branding → Organization seal.
2. Upload a PNG or JPEG stamp image (max 200 KB). Clean scans with a white background work best.
3. Scroll to Signature position. On the left, watch the live preview.
4. Use the Seal size slider (50% to 150%). Default 100% matches the standard invoice height.
5. Click Save placement so PDF and Word exports use the same size.

Breadcrumb: Organization → Settings → Branding → Seal → Seal size → Save placement.

How do I add a signature and place it relative to the seal?

Upload an authorized signature, choose Top / Center / Bottom relative to the seal, then fine-tune with offsets.

1. Settings → Branding → Authorized signature → upload PNG or JPEG (max 200 KB).
2. Under Signature position, pick: Top (above seal), Center (overlay on the seal), or Bottom (below seal).
3. Adjust Signature size (50%–150%).
4. Move Horizontal offset (negative = left, positive = right) and Vertical offset (negative = up, positive = down). The left preview updates as you drag.
5. Click Save placement.
6. Open any invoice preview or download PDF to confirm. Center mode places the signature in the middle of the seal, matching the HTML preview.

Breadcrumb: Organization → Settings → Branding → Signature → Position → Size → Offsets → Save placement → Invoices → Preview / PDF.

Can I hide logo, seal, or signature for a specific client?

Yes. Edit the client and use Show on invoices switches for logo, seal, and signature. Defaults are on. This is useful when a client should not receive a stamped copy.

Breadcrumb: Organization → Clients → Edit client → Show on invoices → Save.

How do I set up Gmail SMTP to email invoices?

MamaInvoice sends mail through your organization’s SMTP settings (typically Gmail with an App Password). Emails are not sent from a shared MamaInvoice inbox unless you configure SMTP.

1. In Google Account → Security, turn on 2-Step Verification, then create an App password for Mail.
2. In MamaInvoice: Organization → Settings → Email / SMTP.
3. Enable SMTP. Host: smtp.gmail.com. Port: 587 (STARTTLS) or 465 with Secure enabled.
4. SMTP user: your full Gmail address. App password: paste the 16-character password (leave blank later to keep the stored one).
5. From email and From name: usually the same Gmail address and your company name.
6. Optional: edit invoice and reminder subject/body. Placeholders such as {{invoiceNumber}}, {{organizationName}}, {{amountDue}}, and {{dueDate}} are replaced when sending.
7. Click Send test email, confirm it arrives, then Save.

Breadcrumb: Organization → Settings → Email / SMTP → Enable → App password → Test → Save. Then Invoices → open invoice → Email invoice.

How do payment reminders work?

From an unpaid or overdue invoice, use Send reminder. The reminder template from SMTP settings is used, the PDF can be attached, and last-reminder time is stored on the invoice. SMTP must be enabled and tested first.

How do I add bank accounts for invoices?

Bank accounts are organization-level payout profiles. You select one on each invoice (or set a default on the client).

1. Open Organization → Bank accounts → New (or Add bank account).
2. Enter a short Label (example: ICICI Jaipur), Bank name, Account holder name, Branch, Account number, IFSC, and optional SWIFT.
3. Keep Is active on so it appears in invoice and client dropdowns.
4. Save. Edit or deactivate later without deleting history on old invoices.
5. When creating or editing a client, pick a default bank account if that client always pays the same account.
6. When creating an invoice, choose the bank account. Details print under Bank details (name, bank, branch, A/C, IFSC, SWIFT).

Breadcrumb: Organization → Bank accounts → New → Save → Clients / New invoice → select bank → Preview.

How do I add a client step by step?

Every invoice bills a client. Create them first (or add one while creating an invoice).

1. Organization → Clients → New client.
2. Enter Name (required), Email, Communication email (if invoices should go to a different inbox), Phone, Address, Tax ID.
3. Optional: notes, invoice template override, default bank account, and starting invoice number for that client.
4. Under Show on invoices, toggle logo, seal, and signature for this client.
5. Save. The client appears in the list and in the invoice client picker.

Breadcrumb: Organization → Clients → New client → Save → Invoices → New invoice → select client.

How do I create, download, and send an invoice?

Once organization, numbering, branding, banks, and a client exist, creating an invoice takes a few minutes.

1. Organization → Invoices → New invoice.
2. Select the client. Issue date and due date default from today and your terms; adjust as needed.
3. Confirm currency, tax lines or tax rate, discounts, and the bank account to print.
4. Add line items: description, quantity, rate. Or pick products from the catalog. Mark lines tax-exempt if required.
5. Add notes and payment terms. Review the live document preview (logo, bill-to, items, totals, bank block, seal, signature).
6. Save. The invoice number is assigned from your numbering settings.
7. From invoice detail: Download PDF, Download Word, copy public link, Email invoice (SMTP), or Send reminder.
8. Update status to Sent when you deliver it, Paid when payment arrives. Overdue is detected automatically after the due date.

Breadcrumb: Organization → Invoices → New invoice → Preview → Save → Download / Email / Public link.

Can I edit an invoice after saving?

Yes while it is draft, sent, or overdue. Paid or cancelled invoices should not be rewritten as historical records. Line items, tax, bank snapshot, notes, and dates can be updated on editable invoices; the invoice number stays the same.

What is free vs Pro?

The free plan includes organizations (within limits), clients, invoices, estimates, recurring billing, branding (logo, seal, signature), bank accounts, SMTP, PDF/Word, and public links. Pro adds white-label public pages, balance sheet CSV, accounting integrations (Zoho Invoice, QuickBooks), and higher organization limits.

Can I sign in with Google?

Yes. On Login and Register, use Continue with Google. You can also use email and password. Google sign-in uses the official multicolor Google icon on those buttons.