Creating and sending invoices

Create an invoice

1. 1Click + New → Invoice, or Create invoice on the Invoices page.
2. 2Choose the customer. Their email, address and default terms fill in.
3. 3Set the invoice date and terms; the due date follows the terms (Net 30 = 30 days after the invoice date).
4. 4Add a line for each product or service: quantity × rate. Sales tax is worked out from the customer's address for taxable lines.
5. 5Add a discount if you're giving one; it's recorded in Discounts Given.
6. 6Save as a draft to finish later, or save and send.

Send it

Send emails the invoice as a PDF with your logo. If online payments are on (see Online payments), the email has a Pay now link so the customer can pay by card or bank transfer.

A draft isn't in your books yet. Sending it (or marking it sent) posts it: Accounts Receivable goes up and the income is recorded on the invoice date.

You can also download the PDF or print it from the invoice page.

Statuses

Draft – not posted yet. Sent / Viewed – posted and waiting for payment. Partial – part paid. Paid. Overdue – past the due date with a balance (checked daily). Voided – cancelled; it stays on file at $0.

Changing an invoice

Edit an open invoice and its books entry is updated to match. Paid invoices, invoices dated in a closed period, and invoices whose payment is reconciled warn you before you change them.

Use Void rather than delete if the invoice was ever sent, so there's a record. Duplicate copies an invoice to start a new one.