Page guideInvoices & paymentsFinance

New and edit invoice form

Every field of the invoice form: customer, dates and terms, PO and service period, the orders to bill, fees, discounts and % lines, and the summary.

6 min readLast updated 18 Oct 2026

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Find work you have not billed, build and check the invoice, send it, and record a part payment.

On this page

The invoice form creates a draft invoice for one customer, or changes a draft. Open it with New invoice on Invoices, Create invoice on the Unbilled orders tab or a customer, or Edit on a draft. Creating needs invoice create rights and editing needs invoice edit rights (Admin, Operations Manager and Finance by default). Nothing is emailed from this form.

At a glance

Area	What it holds
Invoice details	Customer, dates, terms, PO number, service period, notes
Orders to bill	The customer's completed orders that are not on another invoice
Other charges	Fees, discounts and % lines
Summary	Order count, other charges, % lines, subtotal, tax and total, worked out as you go
Header	Title (New invoice, or Edit INV-… with the status badge), a back link, Cancel and Create draft (new) or Save changes (edit). It stays under the top bar while you scroll

Invoice details

Field	What to enter	Required	Notes
Customer	Search and pick the customer	Yes (new only)	On the edit form the customer is shown and can't be changed. Switching customer clears the ticked orders
Invoice date	The date printed on the invoice	No	Defaults to today
Payment terms	A preset (for example Net 30, Due on receipt, Due end of month) or Custom terms…	No	New invoices start on Customer's own terms. The terms set the due date
Due date	A date	No	Leave empty to follow the payment terms: the date they give shows under the field (for example "Due 27 Oct 2026 (Net 15)"). Can't be before the invoice date. Shows "(set by hand)" on the invoice
PO number	Up to 60 characters	No	Blank = the PO all the orders share
Service from / Service to	The period the work covers	No	Blank = the first and last order
Notes	Up to 2,000 characters	No	Printed on the invoice

Custom payment terms

Custom terms… opens the terms editor:

Due: Net days, End of month, Day of next month, Due on receipt, Cash on delivery or Prepaid.
Days after the invoice date (Net days, 0–365) or Days after month end (End of month), or Day of next month (1–31).
Early-payment discount: Discount (%) (0.01–50) and If paid within (days). Only for terms with a due date after the invoice date, and the window must end before the due date. The invoice then shows the discounted amount and its deadline (for example "2/10 net 30").

Orders to bill

Choose a customer first; until then you see Choose a customer to see their billable orders.

Each row shows the order number, its completion date and its amount. On a new invoice every order is ticked; untick the ones to leave for later. Select all (n) ticks or clears them all, and the count of selected orders shows on the right.
Arriving from the orders list or the Unbilled orders tab with chosen orders ticks just those.
No billable orders means the customer has no completed, unbilled orders. You can still bill a fee line alone.
On the edit form, the orders already on the draft stay in the list.

Cash-on-delivery orders are listed like any other, for their delivery charge. The cash collected for the customer's goods is handled in COD cash.

Other charges

Click Add fee or discount for an amount line or Add % line for a percentage line. Up to 50 extra lines; the bin icon removes one.

Amount line (fee or discount)

Field	What to enter	Required	Notes
Description	What the charge is, up to 200 characters	Yes	Printed on the invoice
Qty	Quantity, at least 0.001 (kept to 3 decimals; the amount uses the kept quantity)	Yes	Starts at 1
Unit price	Price per unit	Yes	Use a negative price for a discount. Between −$100,000 and $100,000; can't be 0

% line

Field	What to enter	Required	Notes
Description	For example "Volume rebate"	Yes
Effect	Add a charge or Deduct (rebate)	Yes
Percentage	0–100 %	Yes	Must be above 0
Of a fixed amount	A dollar amount, for example the overdue balance	No	Blank = the charges ticked below
Of these charges	Tick charge types: Delivery, Fuel surcharge, Accessorials, Tolls & pass-through, Discounts, Late / finance charges	No	None ticked = everything on the invoice. Hidden when a fixed amount is set
At least / At most (cap)	Optional minimum and cap in dollars	No	At most can't be below At least

A % line is worked out when you save. A % line created through the API with a rule this form can't edit shows its description and "set through the API; kept as is".

Fields on every line

Field	Options	Notes
Charge type	Automatic (discount if negative, else other), Delivery, Fuel surcharge, Accessorials, Tolls & pass-through, Discounts, Late / finance charges, Other	Its column on the invoice and in the accounting export
Tax category	Transportation / courier, Storage & warehousing, Goods & materials, Other services, Not taxable	Decides which taxes apply (see Tax settings). New lines start on Transportation / courier

Summary

The card on the right shows Orders (ticked), Other charges (amount lines), % lines, Subtotal, Tax and Total. They are worked out the same way saving does, a moment after each change, so the total is the amount the customer will be asked to pay. While a change is being worked out, or while the form has an error, the lines read "Calculated on save". The tax per tax line appears on the saved draft.

If the customer has a minimum invoice amount and the ticked orders add up to less, a note says Under this customer's … minimum: automatic runs skip such balances and carry them over, but creating the invoice by hand is allowed. A second note says when the customer's whole billable balance is under the minimum.

Buttons

Cancel and the save button sit in the page header, which sticks under the top bar as you scroll (it shrinks to the title and buttons). The back link reads Back to invoices (new) or Back to INV-… (edit).

Create draft (new) saves the draft and opens it. Save changes (edit) saves and goes back to the invoice; it stays greyed out ("Nothing to save yet") until you change something. The button shows it is working while saving.
A dot and Unsaved changes show beside the buttons once you edit something.
Cancel goes back to the invoice list (new) or the invoice (edit). With unsaved edits, leaving asks Discard unsaved changes?: Keep editing or Discard changes.
If the server refuses the invoice, The invoice couldn't be saved explains why, and field problems show under the fields.

Validation

Tick at least one order or add a charge: "Select at least one order or add a charge".
"The due date can't be before the invoice date".
Orders priced in another currency than the invoice are refused.
A draft whose total would be negative is refused.

Good to know

Only drafts can be edited. Opening the edit page of a sent invoice shows This invoice can't be edited: void it instead.
Tax, totals and the due date are worked out by the server when you save; check them on the draft before you send it.
Step by step: Create and send invoices. What happens on the draft next: The invoice page.

Still stuck?

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