Create and edit an invoice

Create an invoice directly for a customer, add the work you’re billing for, and save it as a draft. You can also edit an existing invoice, including one you’ve already sent.

Create an invoice

1. Select Invoices > New invoice.

2. Under Customer, select Select existing to choose a customer, or Create new to add one.

3. To link the invoice to a job, select Create new or Add to existing under Job. This step is optional.

4. Set the Due date. If there’s no specific due date, select On receipt.

5. Select the Items tab and add the work you’re billing for. See Add line items.

6. Add a note on the Public note tab, attach files on the Attachments tab, or add terms on the Terms & Conditions tab, as needed.

7. Select Save invoice.

   The invoice is saved as Draft.

A customer and a due date are required, and every line item needs a name. A new customer needs only a first name, last name, or company name.

Other invoice details

On the Details tab, you can also:

• Change the Invoice date.
• Enter a PO number or Customer reference if your customer uses one.
• Assign a salesperson with Select user or Assign me under Salesperson.

Create an invoice from a job

Open the job and select Finances > Invoices > New invoice. The customer and job are filled in automatically. Add your invoice details and save.

Add line items

You can add items from Services & Materials or enter a custom item directly into the invoice.

• To search your items, type in Item name and select a match. To enter a custom item, type a name that isn’t in your list.
• To browse all your items, select Services & Materials, set the quantity next to an item, and select Add.

Then, for each line:

1. Review or enter the Price and Qty.
2. To describe the work in more detail, select Add description.
3. To add another line, select Add another.

Cost is for your own tracking. Customers don’t see it.

Line options

Select … next to a line for these options:

• Make taxed: Mark the line as taxable. Items added from Services & Materials use their saved tax setting by default.
• Duplicate: Add a copy of the line, useful for repeated work.
• Remove item: Remove the line from the invoice.
• Add to Services & Materials: Save a custom line as a reusable item.

Add attachments

Upload files on the Attachments tab, or drag and drop them. If the invoice is linked to a job, select Select from job to attach an existing job file.

Customers can view attachments through the invoice’s web link. If you send the invoice with the PDF attachment option on, the files are also attached to the email.

Edit an invoice

1. Open the invoice from Invoices, or from the job under Finances > Invoices.
2. Make your changes.
3. Select Save changes.

Saving changes to an invoice doesn’t notify your customer. Once saved, your changes appear on the invoice’s web link. To notify your customer, send the invoice again.

Edit an invoice you’ve sent

You can edit an Open, Partially paid, or Paid invoice. When you save your changes, select Save changes in the confirmation. You can also edit a Canceled invoice. No confirmation appears.

Important: Paid and Partially paid depend on the invoice’s balance. If your changes affect the balance, the status updates to match. For example, if you add a charge to a Paid invoice, it now has a balance and is no longer Paid.

If you lower the total below the amount already paid, the invoice stays Paid and is marked Overpaid, and its amount due shows as a negative amount. Its payments aren’t changed.

Signed invoices

Signatures on invoices are optional. If your customer signed the invoice, changing any of the following removes the signature: line items, Public note, Terms & Conditions, attachments, tax settings, discount, or cost plus. Changes to Salesperson, PO number, Customer reference, the linked job, or a line’s Cost don’t affect the signature.

For details on signatures, see How do customers sign an invoice?