Create an invoice
Go to the Invoices tab and click New invoice (or press n). The editor shows a live preview of what your customer will receive as you build the invoice.
The preview has three tabs, Invoice PDF, Email and Payment page, so you can check each one before it goes out. The invoice is saved as a draft as you edit.
Choose a customer
Every invoice needs a customer. Search for an existing customer or create a new one. The customer’s name and email become the bill-to details on the invoice and the address it’s emailed to.
Add line items
Click Add item and search your product catalog. The picker lists your active products and has two more options:
| Option | Use it when |
|---|---|
| A product from the list | You're billing for something in your catalog. Its name and price are filled in. |
| Create product | You're billing for something you'll bill again. It's saved to your catalog so you can pick it next time. |
| Add one-off item | You're billing for a single charge. Type a name and amount just for this invoice. A negative amount adds a credit line. |
Set the Qty for each item, and optionally a Description. Under Item details, add discounts or taxes that apply to that item only. The subtotal and total update as you go.
Hover a line item to show its Edit (pencil) and Remove (trash) buttons. A catalog item’s price can’t be changed on the invoice. To bill a different amount, switch it to a custom item with Add one-off item.
Taxes and discounts
Taxes apply to every line item that doesn’t have taxes of its own. Invoice discounts applies one discount to the subtotal, after any line item discounts. See taxes and discounts.
Set a due date
Choose when payment is due:
| Option | Meaning |
|---|---|
| No due date | The invoice has no due date. |
| Upon receipt | Due as soon as it's finalized. |
| 7 / 14 / 30 / 60 days after receipt | Due that many days after the invoice is finalized. |
| Other | Enter any number of days after receipt. |
| Specific date | Pick a calendar date. |
The due date is set when you finalize the invoice, and payment reminders are timed from it.
Add billing and shipping details (optional)
Add a Billing address and Shipping details for the customer. Shipping can match the billing address or be set separately. Both appear on the invoice PDF when present.
Add a memo, footer, and custom fields (optional)
- Memo: a note shown to the customer near the top of the invoice.
- Footer: text at the bottom of the invoice, such as payment terms or a thank-you.
- Custom fields: extra labeled values shown on the invoice, such as a PO number.
Finalize
Drafts aren’t sent to anyone and can be changed or deleted. When the invoice is ready, click Finalize invoice. Finalizing locks the invoice, applies the customer’s balance, sets the due date and makes it payable. Check Send to customer to email it at the same time. The invoice becomes Open.
Warning
After an invoice is finalized you can’t change its customer, line items, addresses or dates. You can send it, collect payment, void it or issue a credit note.
The finalize dialog shows how the customer’s balance changes the amount due: their credit lowers it, and anything they owe from before is added. If nothing is left to pay, for example because credit covers it, the invoice is marked Paid right away.
Next: send the invoice and collect payment.