Invoices

Invoices are the official record of payments expected from a client. Clients can sign in to their Client Portal to pay invoices if you have enrolled in Online Payments, or you can manually create receipts to settle invoices.

Drafts Table

All of your invoices in Draft status can be viewed in the table. By default, other users' drafts will not be visible. The table supports the following fields:

• Invoice #: the unique number associated with this invoice. See Number Sequencing to configure this.
• Name: the name of the invoice as it will appear throughout your organization's dashboard.
• Client: the client to issue the invoice to. Invoices cannot be issued to vendors (however, a vendor can also be a client).
• Created Date: the date the invoice was created.
• User: the name of the user who created the invoice.
• Status: the status of the invoice.
• Quote: the original quote that was converted into this invoice, if any.

To view an existing invoice, click the view icon. To create a new invoice, enter the details into the top of the table and hit Enter.

History Table

The history table is identical to the drafts table except that it only shows invoices that have been submitted and are no longer drafts. This includes invoices in the Pending, Approved, Canceled, and Denied statuses.

Creating an Invoice

After entering the details into the top of the Drafts table and hitting Enter, you can work on your draft by clicking the view icon.

Basic Information

At the top of the invoice, some essential details can be entered.

• Invoice #: the unique number associated with this invoice. Leave blank to use the auto-generated number from your Number Sequencing configuration or enter the desired number if your number sequencing configuration allows doing so.
• Name: the name of the invoice as it will appear throughout your organization's dashboard.
• Project: the project the invoice will be associated with.
• Invoice Date: the effective date of the invoice.
• Payment Terms: the Payment Terms to determine the due date of this invoice.
• Initial Deposit: the initial payment, in percentage, expected from the client. When paying via their Client Portal, clients will be asked to only pay the deposit if set. Clients can still choose to pay the full amount instead.

Line Items Table

In the table, the invoice line items can be entered. These are the products that you are offering to sell to the client. Note that for stock items, approving an invoice within your organization moves the line item quantities into the encumbered status, reducing the sellable inventory of the product.

The table supports the following fields:

• Quote Line: if this invoice was created from a quote, you must choose the appropriate quote line to create an equivalent invoice line. This is very important for accurately maintaining inventory levels for stock items to track the inventory moving throughout the accounts receivable process. If a line is created without an association to a quote line, the system will treat it as a new line for this invoice, separate from any existing quote lines, and the inventory will also be tracked separately.
• Product: the product to sell to the client. You can also create new products by typing the name of the new product and clicking the + Create ... option. Whether or not these products appear permanently in your product catalog is determined by the Update Catalog from Transactions setting.
• Price: the price of each product unit. If the product already has a price available, it will automatically populate here.
• Quantity: the number of units being sold to the client.
• Tax Rate: the tax rate to be used for taxable products. The product's tax rate override will populate if set, otherwise the organization's default tax rate will populate if set.

Available Actions

When viewing an invoice, there will be actions available to you via the buttons at the top right of the invoice.

For any invoice:

• Download PDF
  • Download a PDF copy of the invoice
  • Or click the down arrow for:
    • Print PDF: print a copy of the invoice from your browser.

For draft invoices:

• Submit
  • Submit the invoice for approval
  • Or click the down arrow for:
    • Import Time: if your organization uses the Time Tracker, you can manually import billable time into the invoice for projects associated with the current client.
    • Duplicate: create a duplicate of this invoice.

For submitted invoices, these options may be available via the top-right button. Click the button's down arrow, if available, to see all available options.

• Create Receipt: create an invoice from this invoice if the invoice has not been fully paid.
• Duplicate: create a duplicate of this invoice.
• Create Packing Slip: when selling physical products, you can easily generate packing slips to include in any packages delivered to your client.
• Send via Postal Mail: send this invoice as a physical letter to your client. This requires purchase invoice mailing credits.