Invoice Overview
An invoice is a formal commercial document from a seller to a buyer that requests payment for goods or services, detailing what was provided, the cost, and payment terms like the due date, acting as a crucial record for both parties' accounting and legal purposes. It's essentially an itemized bill that tracks a sale, helps manage cash flow, and serves as proof of transaction for financial and tax records.
Invoice Interface
This is what a typical Invoice looks like.
Details
These are the high-level details for the Invoice.
Invoice # (required)
This is the Invoice number. Only one invoice can have a unique number.
Auto invoice numbering is set up with Invoice Settings within Company Settings (permission required).
PO/Tracking #
This is an optional PO or Tracking Number
Invoice Rep
This is the User that takes credit for the Invoice. The Invoice Rep will default to the User who holds the role of Direct Responsibility within the Project Team.
Class
Class for the Invoice. If a Class is modified, you'll have the option to apply the modified class to all Invoice Items.
Invoice Contact
This is the Contact the invoice is directed to. Options for the Invoice Contact are Project Contacts.
Terms
Invoice terms are the agreed-upon rules on an invoice that specify when, how, and by what method a customer must pay for goods or services, including the payment deadline (e.g., Net 30), accepted payment methods, and consequences for late payments (like fees or discounts for early payment) to ensure clear expectations and healthy cash flow.
Payment Terms are managed in Company Settings (permission required).
Invoice Date
An invoice date is the specific day an invoice is created and issued, marking the official start of the billing cycle and often determining the payment due date (e.g., Net 30 days from the invoice date).
Due Date
An invoice due date is the final deadline for a customer to pay for goods or services, clearly stated on the invoice to ensure timely payment, manage cash flow, and avoid late fees or disputes. It's often a specific date or a term like "Net 30," meaning payment is due 30 days from the invoice date.
Unprinted memo
This is a memo that DOES NOT get printed on the invoice.
Invoice Lines
Invoice lines are the individual, detailed entries on an invoice that break down the specific products, services, or charges being billed, acting as the building blocks that sum up to the invoice's total amount, typically including description, quantity, unit price, and line total. They provide clarity for the customer on what they're paying for, detailing each component like hourly rates, item counts, or specific fees, often including applicable taxes and discounts.
Add lines
Invoice Line items can be added within the Quick Add line or by clicking the green circle / white plus button.
Item
These are the items that are managed in Invoice Items within Company Settings.
Quantity/Rate Setting
If you wish to show quantities on an Invoice, check "Include Quantities and Rates within Invoice Lines" in Invoice Settings within Company Settings.
Amount
The dollar amount for the Invoice Item.
Item Date
The date the Item is created, or issued.
Item Billable Date
The date the Item is marked Billable.
Class
The Class for the Invoice Item. See Class Tracking.
Item Winner
The User who receives credit for the Invoice Line. Within invoice and sales reports, this is useful in determining who actually sold what.
Parent Invoice
The Invoice the Invoice Item belongs to.
Item Status
The status of the Invoice Item. It is your goal to make every Invoice Item either Billable or Denied depending on the stage of the project.
Options are:
- Pending - A item that does not contribute to the official invoice total.
- Approved - An item that does contribute to the official total, but is not ready be billed yet.
- Billable - An item that does contribute to the official total and is ready be bill.
- Denied - A item that does not contribute to the official invoice total.
Is Taxable
If checked, this Invoice Item will contribute to the Invoice Tax total.
Sync with QuickBooks
If checked, this Invoice Item will NOT be added to the Invoice that syncs with QuickBooks.
Description
A comment that gets printed with the invoice.
Non-printed Comment
A comment that DOES NOT get printed with the invoice.
Import lines
Items can be imported from an Invoice List/Template, an active Estimate, or from another Invoice.
Invoice Item Lists are created in Invoice Items & Lists within Company Settings.
Apply tax
Invoice Tax is applied within the Tax rate section.
Tax Rates and managed within Company Settings, Tax Codes (permission required).
Delete items
Invoice items can be deleted individually by clicking the trash icon, or by bulk via the menu item or checkbox action button.
Comments
Invoice comments are notes added to an invoice to provide extra context, instructions, or communication between the sender and receiver, appearing on the final document or in system logs, explaining specific charges, payment terms, or internal details not covered in standard line items. They serve as a running record for discussions, adjustments, and status updates, improving clarity and preventing payment delays.
Default comments can be imported from Invoice Settings within Company Settings. These allow the use of certain comments over and over.
Summary
This is the financial summary for the Invoice. Related transactions such as Credit Memos, Payments, and Refunds are accessed here.
Settings
These are the settings for the Invoice.
Lock Invoice
If locked, the invoice cannot be edited, unless the User has Executive or Invoice Edit permissions.
Print Line Item Totals
A setting that controls if line item totals are printed on the Invoice. Uncheck this setting if you wish to only print line items with a Grand Total at the bottom.
Company Settings
This is a reference to any Company Settings related to the Invoice. Changes to these settings are done within Invoice Settings, Company Settings.
User Settings
This is a reference to any User Settings related to the current User Changes to these settings are done within a User's permission settings.
Project Contacts
These are the Project Contacts assigned to the Project. These contacts are simply here for reference.
Project Notes
These are the Project Notes related to the Invoice.
QuickBooks
This shows any associated references of the Invoice within QuickBooks.
Make sure Sync Invoice is checked in order for the Invoice to sync with QuickBooks.
Payment Processing
Currently under construction
Utilities
This is where an Invoice is deleted or copied.
