Create and send an invoice

Open the order's invoices

In the order window, open the ⋮ in the strip and choose Invoices (it moves out of the ⋮ once the order has one). Invoices lists every invoice on the order — number and description, status, the dates, Amount, Paid and Balance — and opens wide enough to show it all. Each invoice's buttons sit at the end of its row: Edit and Pay, then round buttons for Print, Download, Send / Resend, Mark as unpaid and Delete (point at one to see its name). On a phone each invoice is a card with the same buttons on it.

See an invoice as the customer sees it

Press an invoice's row or its number. It opens the customer's page, with Edit, Print and Send (Resend once it has gone out) on top. Send shows you the email first. Edit opens the form. On the row, Edit still goes straight to the form. Without the permission to edit, you get the page and Print.

On the Invoices page, opening an invoice's window starts on the same page. Press View to come back to it from the form.

Make an invoice

Press the round + and choose:

• Order Invoice — filled from the sold quote.
• Closing Invoice — filled from the closing's figures (shown once the order has a closing).
• Custom Invoice — starts blank, for anything else.

Then check New invoice:

1. Send To — the customer's name, email and phone, filled from the order. A name changed here changes this invoice only; to change the customer's name, edit it on the order. Change Address swaps to the order's other address; the company block (Company Name, Company Email, Company Phone) is for a business customer.
2. Date of Issue and Due Date. The due date starts at what your branch chose in Invoice due date settings — on issue unless you changed it — and you can change it here.
3. The lines: Item, Description, Unit Cost, Qty, a Discount per line, and Line Total. Add and remove lines as needed. Type any Qty, decimals too, up to two places (for example 1.5 hours or 2.25); the arrow keys go up or down by one. The Line Total is the unit cost × qty, less the line's discount, to the cent: $100.00 × 1.5 = $150.00. A qty of 0 or an empty one is refused with Qty must be more than 0.
4. Tax, and Include Order Payments (on an Order or Closing Invoice) to take off what the customer already paid on the order. A Custom Invoice — or one with Include Order Payments off — asks for exactly the total you typed: the order's payments are not taken off it. To take a deposit off a custom invoice, add a line named Deposit with a minus amount (for example -800), or make an Order Invoice instead.
5. Notes Visible for Clients and terms.
6. Mark as paid if it's already settled. Marked paid by mistake? Use Mark as unpaid — see Invoice status and flags.

Finish at the bottom of the invoice:

• Save as draft (a new invoice) or Save (one already sent) — saves it and sends nothing to the customer. A sent invoice keeps its status, and the order's log says you updated it (and what the total went to). Save shows once you change something, and goes away again if you put the change back.
• Proceed To Send Invoice — shows the email first, then Send saves the invoice and emails it.

Print or download an invoice

• Print opens the invoice in a print window and brings up your browser's print dialog. Pick a printer, or choose Save as PDF to save it where you want, under the name already filled in (for example Invoice 214 - Jane Smith). Tick several invoices in the list and press Print to print them all at once, each on its own page.
• Download saves the invoice as a PDF. In Chrome and Edge it asks where to save it, with the name Invoice 214 - Jane Smith.pdf filled in, and you can rename it. Other browsers save it the way they save every download.
• Want Chrome to ask where to save every file? In Chrome open Settings › Downloads and turn on Ask where to save each file before downloading.

Print and Download show the invoice as last saved: save your changes first.

The email is the invoice as you see it

The email preview is made from the invoice as it stands on your screen — your lines, discount, tax, dates and Mark as paid — even before you save. The amount it asks the customer to pay is the Balance Due: the total less what was already paid. Example: lines of $1,342.00 and $49.00 with a $179.00 deposit included → the email says To view and pay your invoice for $1,212.00, the same balance the customer sees when they open the invoice. Change the invoice and open the preview again: it follows. Invoice reminders ask for the balance the same way.

When your company charges the card fee on invoices, the total shows it — for example Total (+3% processing fee).

You need the permission to create invoices (You don't have a permission to create an invoice otherwise).

What the customer gets

An email with a link to their invoice. From it they Pay now: they enter a card and press Confirm & Pay $…. The card fee is added when your company charges it on invoices, and on an order's invoice they can add a tip for the crew. The payment lands on the invoice and the order straight away.

Take a payment on it yourself

In the order's Invoices list, use the invoice's actions to pay it — the Payments window opens just for that invoice (Payments (Invoice #…)). This needs the permission to take a payment on an invoice.

Paid and Balance due

The same figures show everywhere — the order's Invoices list, the open invoice, the PDF, the email and the customer's link:

• Paid is only money really received: payments taken on the invoice, and — on an Order or Closing Invoice — the payments taken on the order. A custom invoice counts only payments taken on that invoice while it is still due; once it is marked paid, its Paid line also shows what the order received toward it. A deposit you already typed as a negative Deposit or Payment line is counted once, never taken off again.
• Mark as paid means it is paid: the customer sees the Paid badge, This invoice is paid. Thank you. and Balance due $0.00 — and no Pay button.
• In the office (the Invoices page's Amount Paid, the order's Invoices list, the open invoice) Paid always shows the money really received, $0.00 included — never the total just because it was marked paid — and Marked as paid shows beside it when the payments don't cover the total, so you know it was marked, not received.
• On the customer's link, the PDF and the email, Paid shows the money received; when nothing was received the line is left out (no Paid $0.00). Example: a $700 invoice with $500 received, marked paid → Paid $500.00, Balance due $0.00.
• Not marked paid: Balance due is the total less what was paid. An invoice never says paid while money is still due.

When an order has several invoices: the order invoice and the closing invoice are versions of the same bill, so each counts the order's payments. A custom invoice counts only what was paid on that invoice — an order payment is never taken off a custom invoice, even when it is the order's only invoice or its total matches the quote. Example: an order with an $800 payment and a $1,165 custom invoice → Balance due $1,165.00; the same lines as an Order Invoice with Include Order Payments on → Paid $800.00, Balance due $365.00.