Kagen Invoice: help and docs

Everything the app does, in plain words. Questions? Call 817-422-8663 or write to support@kagen.cloud.

Getting started

Sign in at invoice.kagen.cloud/app with your Kagen Cloud account (the same sign-in as the portal at my.kagen.cloud). No separate password.
Business profile: the first time, you'll fill in your business name, email for replies, address, logo (PNG, JPEG or WebP up to 2 MB), payment instructions, how many days invoices are due in, and default processing fee and tax percentages.
Clients: add the people and businesses you bill, with an email address if you want to send invoices from the app.
Items (optional): your price list, like “Full board (monthly)” at $650. Pick them when you build an invoice.

Building an invoice

Line items: a description, a quantity and a unit price. Each line can have its own discount, in percent or dollars.
Invoice discount: a percent or a dollar amount off the subtotal, for example 10% for a loyal client.
Extras and fees: named charges added after the discount, like deworming, a farrier visit or a call-out fee.
Processing fee and tax: percentages, filled in from your business defaults. You can change them per invoice.
Invoices are numbered for you (INV-0001, INV-0002, …) and saved as a draft until you send them. Drafts can be edited or deleted; anything sent can be copied with Duplicate.

How totals are worked out

Every amount is rounded to the cent at each step (half a cent rounds up):

Line amount = quantity × unit price, minus the line's own discount.
Subtotal = the sum of the line amounts.
Minus the invoice discount, plus the extras. This is the amount the fee and tax are charged on.
Processing fee = that amount × the fee %. It's never charged on the tax or on itself.
Tax = that same amount × the tax %.
Total = that amount + processing fee + tax.

Example: board $650 + 12 bales at $11.50 = $788.00. Less 10% ($78.80), plus deworming $25 and a farrier trim $45 = $779.20. A 3% fee is $23.38, so the total is $802.58.

Sending, links and PDFs

Send emails the invoice to your client from “Your business via Kagen Invoice” <invoice@kagen.cloud>, with the PDF attached and a link to view it online. Replies go to your business email.
Client link: every sent invoice has a private link (a long random address) your client can open without an account to view and download the PDF. Anyone with the link can see that one invoice, so share it only with your client.
PDF: your logo and details at the top, your payment instructions, and a small “Sent with Kagen Invoice” line at the bottom.

Statuses and getting paid

Draft → Sent → Paid, or Void. An invoice shows as overdue when it's sent and past its due date. Kagen Invoice doesn't take card payments: your payment instructions (Venmo, check, bank transfer) appear on every invoice, and you mark it paid when the money arrives. A paid invoice can be marked unpaid again; a void one stays on record but no longer counts as owed.

Monthly invoices

Tick Repeat monthly on an invoice to make it a template. On the Recurring page, Generate next month's drafts creates one draft per template for the coming month (with the same lines, discount, extras and fees, and the due date moved along), so you can check them and send. Running it twice never makes duplicates.

Dashboard and CSV

The dashboard shows what's outstanding (sent, not paid), what's overdue, and what was paid this month. Export CSV downloads every invoice with its totals, status and dates, for your accountant or a spreadsheet.

Your data and sign-in

Each sign-in is one business. Nobody else can see your clients or invoices, and that is tested end to end before every release.
Invoices and clients are kept in a managed database on K-Jensen's own servers in the US, backed up nightly; logos and sent PDFs are kept in K-Jensen's object storage.
Sign-in is through your Kagen Cloud account, with a passkey or a password and an authenticator app.

Kagen Invoice is a K-Jensen LLC company · 212 W. Troy St. STE B, Dothan, AL 36303