Press New on the invoice list and you get a form. Most of it fills itself in once you pick the customer.
What is already filled in
Before you type anything:
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Handler is you.
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Team is your own team.
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Name and address (from) come from your own company details.
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Fees marked as automatic are already selected. See Fees.
Choosing the customer
Pick the company and Invoice+ fills in:
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The invoice address, taken from the company's invoice address rather than its visiting address.
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The delivery address, taken from the company's ordinary address.
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The name, on both the recipient and the delivery.
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The payment terms agreed with that customer.
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The email address the customer wants invoices sent to.
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A title, if you have not written one yourself.
If a customer's invoices keep going to the wrong address or the wrong person, change it on the company rather than on each invoice. Every future invoice then starts out right.
The fields you fill in yourself
The ones you cannot skip
Title, Company, Handler, Team, Payment terms and the recipient address. The invoice cannot be saved without them, because each one is needed either on the document or to work out the due date.
The ones worth getting right
|
Field |
When to use it |
|---|---|
|
Requisition |
The customer's own order or purchase number. Fill it in whenever the customer has given you one. Public sector and larger customers often refuse an invoice without it, and it is required if you send electronically. |
|
Their reference |
The person at the customer who ordered the work. |
|
Seller |
Who sold the work, as opposed to who is handling the invoice. Useful if you report on sales. |
|
Invoice text |
Free text that appears on the invoice above the lines. Use it for the sentence that explains what the customer is paying for. |
|
Invoice date |
Leave it empty and posting sets it to today. Fill it in only when you want another date, and remember the due date is calculated from it. |
|
Payment means |
How this customer should pay. Needed if you send electronically. |
|
Invoice template |
Which layout to use for the PDF. Only needed if you use more than one, for example a different look for a different part of the business. |
Several recipients
An invoice can go to more than one email address. Add as many as you need in Emails (to). The first one gets the customer name attached, the rest are sent along with it. Use it where an invoice has to reach both a contact and an accounts inbox.
Creating a credit note from scratch
The Credit tick is only available while you are creating an invoice. Tick it and you get a credit note, drawing its number from the credit note series instead of the invoice series.
An ordinary invoice cannot be turned into a credit note afterwards, and the tick disappears once the invoice exists. To reverse an invoice that already exists, use Create credit note on the invoice itself, which copies it for you. See Payment and credit notes.
Invoicing from a task
The other way in. When you invoice a task, its lines arrive as invoice lines and the customer, team and reference come with them. The solution text from the task becomes the invoice text.
You can send the task to a new invoice or add it to one that already exists. Adding to an existing invoice is how you collect a month of small jobs for one customer onto a single document, and the solution texts are appended one after another rather than overwriting each other.
An invoice that has been posted can no longer take new lines. If you invoice a task against a posted invoice, Invoice+ creates a new invoice instead of altering one that has already gone to the customer.
After saving
Saving takes you to the invoice itself, where the lines are added.
Next: 4. Invoice lines