Invoicing from Orders

Generating Invoices

Create professional invoices directly from confirmed orders.

Creating an Invoice

1. Open a Confirmed or later status order
2. Click Create Invoice
3. The invoice auto-populates with order line items, quantities, and pricing
4. Review and adjust if needed
5. Click Save

Invoice Details

Each invoice includes:

• Invoice number (auto-generated)
• Customer billing info
• Line items with quantities and unit prices
• Subtotal, tax, and total
• Payment status

Downloading PDF

Click Download PDF on any invoice to generate a professional PDF document you can email or print for your customer.

Recording a Payment

When a customer pays you outside the app — a check, ACH transfer, cash, or a card you ran over the phone — record it on the invoice with the Mark as Paid button on the invoice page. (It's hidden once the invoice is already paid.)

Marking an invoice paid:

• Sets the invoice status to Paid and stamps the date the payment was received.
• Does not charge a card — it only records money you already collected elsewhere. (To charge a card through a gateway, process the payment on the order instead.)
• Feeds the invoice dashboard KPIs at the top of the Invoices page: it rolls into Paid this month and into Avg. days to pay (the average gap between an invoice's date and when it was paid, over the last 90 days).

You'll be asked to confirm: "Mark this invoice as paid? This records payment received outside the app."

Note: Only Managers and Admins can mark invoices paid — sales reps can view invoices but can't record payment. Marking an invoice that's already paid does nothing (you'll just see "Invoice is already marked as paid"), so there's no harm in double-clicking.

Payment Terms

Set payment due dates on invoices:

• Due on Receipt — payment expected immediately
• Net 15 / Net 30 / Net 60 — payment due within the specified days
• Custom — set any due date manually

Invoice Templates and Branding

Invoices automatically include your company logo, address, and contact information from your Company Settings. Customize these in Settings to ensure professional-looking documents.

Emailing Invoices

Click Email Invoice to send the PDF directly to the customer's email address. The email includes a summary of the invoice and the PDF as an attachment.

Invoice Management

View all invoices from the Invoices page in the main navigation. Filter by:

• Customer
• Date range
• Payment status
• Amount range

See also: Payment Processing, Creating Orders