Creating & Sending Invoices

Invoices are the core of the Invoice app. Create professional invoices with line items, taxes, and discounts. Send them via email or download as PDF, and track payment status.

What Are Invoices in This App?

Invoices are billing documents you send to customers. Each invoice includes a customer, invoice date, due date, line items (products or custom entries), quantities, rates, taxes, discounts, and totals. Invoices can be saved as drafts, sent via email, or downloaded as PDF.

How to Create an Invoice

Go to Invoices
From the Invoice app sidebar, click Invoices to open the invoices list.
Click Create
Click the Create Invoice or New button to open the invoice form.
Select Customer
Choose the customer from the dropdown. Customer details appear on the invoice.
Add Products or Line Items
Add products from your catalog or enter custom line items. Set quantity and rate per line. Tax and discount can be applied per line or at invoice level.
Review Totals
Check subtotal, tax, discount, and grand total. Add notes or terms if needed.
Save or Send
Click Save to create the invoice (as Draft or Sent). Use Send Email to email it to the customer, or Download PDF to save and share manually.

Invoice Form Fields

Field Description
Customer Required The customer being invoiced. Select from your customer list.
Invoice Date Required The date of the invoice. Defaults to today.
Due Date Optional Payment due date. Used for overdue tracking and reminders.
Invoice Number Auto Auto-generated sequential number. Can be customized in settings.
Products/Items Required Line items (products or custom entries). At least one required.
Quantity Required Quantity per line item.
Rate Auto Price per unit. Auto-filled from product; can be overridden.
Discount Optional Discount per line or at invoice level.
Tax Auto Tax rate. Auto-filled from product; can be overridden.
Notes Optional Internal or customer-facing notes on the invoice.
Terms & Conditions Optional Payment terms or legal terms displayed on the invoice.

Products Line (Invoice Grid)

Invoice Line Item Columns
Product
Product name or custom description.
Description
Line item description (from product or custom).
Quantity
Number of units.
Rate
Price per unit.
Tax
Tax rate applied to this line.
Discount
Discount amount or percentage for this line.
Amount
Line total (quantity × rate + tax − discount).

Invoice List Grid

Invoice List Columns
Invoice #
The invoice number.
Customer
Customer name.
Date
Invoice date.
Due Date
Payment due date.
Amount
Total invoice amount.
Status
Draft, Sent, Paid, Partially Paid, Overdue, or Cancelled.

Invoice Statuses

  • Draft — Invoice is saved but not yet sent. Can be edited.
  • Sent — Invoice has been sent to the customer. Awaiting payment.
  • Paid — Full payment received.
  • Partially Paid — Some payment received. Outstanding amount remains.
  • Overdue — Due date has passed and payment is not complete.
  • Cancelled — Invoice is voided and no longer valid.

How to Send Invoice via Email

Open the invoice and click Send Email. The system uses the customer’s email address. You can add a message before sending. The invoice PDF is attached to the email. Ensure the customer has an email address on file.

How to Download Invoice as PDF

Open the invoice and click Download PDF. The PDF is generated with your branding (logo, colors) and includes all line items, totals, and terms. You can share the PDF manually or attach it to your own email.

How to Mark as Paid

Open the invoice and click Mark as Paid. Enter the payment date and amount. For full payment, the status changes to Paid. For partial payment, enter the amount received; the status becomes Partially Paid and the outstanding amount is updated.

How to Duplicate an Invoice

Use the Duplicate action from the invoice list or detail view. A new draft invoice is created with the same customer, line items, and totals. You can edit the date and amounts before saving.

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Reports