There are several ways to create an invoice in Invoice Office, so you can raise one from wherever you already are — the invoice list, a customer, a project or a product.
Where to start
Option 1 — from the menu bar, open Sales and click Invoices, or the plus icon next to it to go straight to a new one.
Option 2 — go to Accounts → Customers, open the Action menu on the customer you want to bill, and choose Create invoice.
You can also start one from Projects → Action → Create invoice, to bill work you have logged, or from Products → Action → Create invoice.
Step 1 — Fill in the basics
With the create invoice form open, complete the customer and the dates. Invoice date is filled in with today’s date; payment date sets when you expect to be paid. Expiry date and delivery date are available too — if you do not see them, switch them on under Adjusting what appears on the invoice.
Selecting the customer fills in the contact person, delivery address and billing address automatically, where those are available on that customer’s record. If the customer has a price list assigned, it is applied to the document too.
Step 2 — Add your products
Add the products you are invoicing on the line table — Add line for a single row, or Choose products to pick several from your catalog at once. Each line shows the quantity, the price excluding VAT, the VAT rate and the line total, and the totals panel keeps a running subtotal, discount, VAT and grand total.
There are also options to add intro text, closing text, document terms, attachments and an internal note at this stage — see Add an attachment to your document.
Step 3 — Preview, save or finalize
Three buttons sit in the top-right of the invoice card.
Preview shows you the invoice as it will look when it reaches the customer.
Save stores the invoice so you can send it later. A saved invoice is still a draft — see Why do my documents say Draft/concept?.
Finalize opens a menu of six ways to issue it:
- Finalize — finalises the invoice and nothing else.
- Finalize with print — finalises it and prints it.
- Finalize and email — finalises it and emails the customer.
- Finalize, email and print — all three at once.
- Send to Peppol — issues it over the Peppol network instead of by email.
- Send to Peppol and Email — both, for a customer who wants the e-invoice and a PDF.
Once an invoice is finalised it can no longer be edited. To correct one, raise a credit note instead.
Adjusting what appears on the invoice
Open the ⋯ button at the top-right of the product table and choose Display Columns. That opens Display Document Field, where you hide or show individual fields across three tabs: Header for the fields at the top of the document, Rows for the columns of the product table, and Totals for the summary. This is where Expiry date, Delivery date, Specification and the flex fields are switched on.
The icons down the right-hand edge of the card open the other panels for this document — Date, Settings, Price list, Workflow status and Assigned.
To change this for every invoice rather than only this one, edit your document design.