Creating and Sending an Invoice

Invoice Creation Process:

1. Navigate to Invoices Tab (left panel)
2. Click “New Invoice” or “Create Invoice” button (top right)
3. Customer Selection:
   • Existing Customer: Begin typing name or customer number, select from dropdown
   • New Customer: Enter customer information in fields provided
     • Full Name
     • Email Address (required for email delivery)
     • Billing Address
     • Phone Number
4. Invoice Details:
   • Invoice Date: Date invoice is created (defaults to today)
   • Due Date: When payment is expected
     • Can set specific date
     • Or set “terms” (e.g., “Net 30” = 30 days from invoice date)
   • Invoice Number: Auto-generated or manually entered
   • PO Number: Customer’s purchase order reference (optional but important for B2B)
5. Adding Line Items:
   
   Manual Entry:
   • Click “Add Line Item” or similar button
   • For each item enter:
     • Item Description: What you’re charging for
     • Quantity: How many units
     • Unit Price: Price per unit
     • Total: Auto-calculates (Quantity × Unit Price)
   • Can add unlimited line items
   • Can rearrange order by dragging
   • Can delete line items with trash icon
6. From Product Catalog:
   • If you’ve set up Products (see Lesson 5.6), click “Add from Products”
   • Select pre-configured items
   • Quantity and pricing auto-populate
   • Inventory auto-decrements when invoice is paid (if tracking is enabled)
7. Calculating Totals:
   • Subtotal: Sum of all line items (auto-calculated)
   • Tax:
     • If global tax is enabled, calculates automatically
     • Can override tax amount manually
     • Only taxable items are included (based on product settings)
   • Discounts:
     • Can add percentage discount (10% off)
     • Or fixed amount discount ($50 off)
   • Total Amount Due: Final amount customer pays
8. Optional Settings:
   • Attach Files: Upload PDF contracts, terms, supporting documents
   • Internal Notes: Notes visible only to merchant (not on customer invoice)
   • Customer Notes/Message: Message that appears on customer’s invoice
     • “Thank you for your business!”
     • “First month free as new customer bonus”
     • Payment instructions
9. Sending the Invoice:
   
   Email Delivery:
   • Check “Send Invoice by Email” box
   • Email automatically sends when you click Save
   • Customer receives:
     • Professional email with invoice summary
     • “View Invoice” button linking to web version
     • PDF attachment of invoice (optional setting)
     • Payment button (links to payment page)
10. Manual Delivery:
    • Uncheck “Send Invoice by Email”
    • Click Save (invoice is saved but not sent)
    • You can:
      • Download PDF and print
      • Copy invoice link to share manually
      • Send later using “Send Email” action icon
11. Click “Save” or “Save & Send”