Creating Invoices

Creating a New Invoice

Step 1: Navigate to New Invoice

1. Go to Invoices in the main navigation
2. Click the New Invoice button (or use keyboard shortcut Cmd/Ctrl + N)

Step 2: Select Customer

Choose an existing customer or create a new one:

• Select Existing Customer: Use the dropdown to search and select
• Create New Customer: Click "Create Customer" to add a new customer on the fly

Step 3: Add Invoice Details

Fill in the basic invoice information:

• Invoice Number - Auto-generated, but can be customized
• Invoice Date - Defaults to today's date
• Due Date - Set when payment is due
• Currency - Defaults to your organization's default currency
• Template - Select an invoice template (optional)

Step 4: Add Line Items

Add products or services to your invoice:

1. Click Add Item or Add Product
2. Choose from:
   • Product from Catalog - Select a saved product
   • Custom Item - Enter details manually
3. For each item, specify:
   • Description - Item name or description
   • Quantity - Number of units
   • Unit Price - Price per unit
   • Tax Rate - Tax percentage (if applicable)
   • Total - Automatically calculated

Step 5: Review Totals

The invoice automatically calculates:

• Subtotal - Sum of all line items
• Tax - Calculated based on tax settings
• Total - Final amount due

Tax calculation follows this priority:

1. TaxJar (if enabled)
2. Manual tax overrides
3. Tax profiles
4. Item-level tax rates

Step 6: Add Notes (Optional)

• Customer Notes - Visible to the customer on the invoice
• Internal Notes - Only visible to your team

Step 7: Save or Send

Choose an action:

• Save Draft - Save without sending
• Save & Send - Save and send via email immediately
• Save - Save and send later

Invoice Statuses

Invoices can have the following statuses:

• Draft - Not yet sent to customer
• Sent - Sent to customer, awaiting payment
• Paid - Fully paid
• Partially Paid - Some payment received
• Overdue - Past due date, not paid
• Cancelled - Invoice cancelled

Editing Invoices

To edit an invoice:

1. Navigate to Invoices
2. Click on the invoice you want to edit
3. Click Edit button
4. Make your changes
5. Click Save

Note: Once an invoice is paid, some fields may be locked to prevent changes.

Quick Actions

From the invoice list or detail page, you can:

• Send Email - Send invoice via email
• Download PDF - Generate and download PDF
• Share Link - Copy shareable link
• Record Payment - Add a payment
• Duplicate - Create a copy of the invoice
• Delete - Remove invoice (if not paid)

Tips for Creating Invoices

1. Use Product Catalog - Save time by adding products to your catalog
2. Set Clear Due Dates - Help customers know when payment is expected
3. Add Descriptions - Clear descriptions help avoid confusion
4. Use Templates - Create invoice templates for common scenarios
5. Save as Draft - Save drafts to review before sending

Next Steps

• Managing Invoices - Learn about invoice management features
• Sending Invoices - How to send invoices via email
• Invoice Statuses - Understanding invoice statuses