Creating invoices

To create an invoice

1. From the Sales menu or the Invoices page, click Create invoice. The Invoice page appears.

2. Choose the Customer you're selling to. The customer’s address details appear in the field below.

   Add new customers on-the-fly

   Click the Customer dropdown arrow and choose Create customer. Enter as much (or as little) info as you like and click Save. You can always go back later and fill in additional details.

   

3. (Australia only) The status of the ABN you've entered in the customer's record will checked, and the status shown. Click the status to see more details.
4. You're notified if the customer has any open quotes:
   
   If you want to convert one of these quotes to an invoice:
   1. Click Open quotes.
   2. Select an invoice and click Convert. The invoice is completed with the details of the quote. You can change these details if you want.

5. If necessary, change the Invoice number. This number is automatically generated, based on the last number you used.

   Changing the numbering

   If you change the invoice number, you’ll change the automatic numbering. For example, if you change the number to IV000081, the next time you create an invoice, the new invoice number will be IV000082.

6. If you have one, enter the Customer PO Number.
7. Check the date in the Issue date field.
8. Click the date in the Due date field to set the terms for this invoice. How do I set my default payment terms?
9. (Australia only) If you're signed up for online payments, select the option Allow online payments to allow the customer to pay you straight from their invoice. If you haven't signed up yet, click Set up to get started.
10. Select an option from the Amounts are list.
    • If you want the prices to include tax or GST, choose Tax inclusive. Note that this is the default tax preference.
    • If you want the prices to exclude tax or GST, choose Tax exclusive.

11. Click Field layout and select the applicable option based on what you're selling.
    

12. If you're selling items:

    1. In the Item ID column, enter or choose the item you're selling.

       Entering a new item?

       Click the dropdown arrow in the Item column and choose + Create Item. Enter the item details and click Save. Learn more about Creating items.

       

       The item Description, Unit price and Tax code appear, based on the details you entered when you created the item.

        

    2. Enter the number of Units of this item you're selling. The calculated Amount is displayed.

       There's a built-in calculator in the No of units, Unit Price, Discount and Amount fields. Just enter a calculation in the field and tab out of it:

       

    3. Repeat step 10 for each item you're selling.

13. If you're selling services:

    1. In the Description column, enter a description of the service you're providing.

    2. Choose the Account the income from this service will be allocated to. If you're not sure, check with your accounting advisor.

    3. Enter the Amount of this service.

    4. If required, change the Tax code. If you're not sure, check with your accounting advisor.

    5. Repeat step 11 for each service you're selling.

    The totals are calculated at the bottom of the invoice:

    • Subtotal—the total for the items added to the invoice

    • Tax—the amount of tax applied to the invoice

    • Total amount—the total amount of the invoice including the tax or GST amount

    • Amount paid—the total of any invoice payments made

    • Balance due—the invoice total minus the amount paid.

14. (Optional) Choose a Job if the line item relates to a specific job. Tell me more about jobs.

15. If you want to add a note about the invoice, select a Message to customer and enter any additional notes in the box below it. These notes will appear on the customer's invoice.

16. For example, you could use this area to add additional details about payment.

17. Check that all the information in the invoice is correct.

18. Use the buttons across the bottom of the page to choose an action.

    If you want to...	do this...
    Print or save a PDF copy	Click View PDF. The invoice appears as a PDF in a new tab where you can print or save it. Learn more about printing invoices.
    Email the invoice	Click Email invoice. Enter or confirm the email details and click Send invoice. Learn more about emailing invoices.
    Cancel without saving	Click Cancel.
    Save the invoice and create a duplicate	Click Save and duplicate. An invoice with the same details and new invoice number is created. Learn more about Duplicating an invoice.
    Save the invoice and create a new one	Click Save and create new. The invoice is saved and a new, blank invoice appears.
    Save the invoice	Click Save.