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Invoices

Creating and editing an Invoice

Customer, number, dates, currency, due date, saving, and editing restrictions.

Last updated 20 days ago

What you’ll do

Create an invoice for a selected customer, fill in the invoice number, date, currency, item or service lines, and verify the calculated totals before saving.

Before you begin

You need permissions to create or edit invoices, access to your organization and customer data, and a configured invoice numbering system. Financial period locks may restrict edits.

Steps

  1. On the Invoices list, click New record. First, select a Contact. If needed, specify a contact person, project, and agreement. When selecting a project, the option Include in project budget allows you to add the amount to the project’s financials.
  2. Check the series and invoice number. The system suggests a default series and number, but editing may be restricted by administrator settings. Enter the invoice date and payment term. The Days field helps calculate the payment term from the invoice date.
  3. Select the salesperson, currency, and payment methods allowed for the customer. Choosing payment methods does not mean the invoice is paid — it only indicates possible payment channels.
  4. Add items or services, verify quantities, prices, VAT, and discounts. At the bottom, add a Contact note and Terms; these may appear in the document. If additional information is missing, choose Save as draft. Once your invoice is ready, click Save.
  5. Before saving, verify the customer, number, date, currency, total amount, and VAT. Saving may automatically send the invoice or forward it to your accounting system, if the administrator has enabled such a rule.

What happens after saving

After saving, a new invoice record is created with the selected customer, number, dates, item lines, and calculated totals. If automation is enabled, the invoice may be automatically sent or forwarded to your accounting system.

Troubleshooting

If you can’t edit, check the document status, payment status, export settings, organization, and financial period lock. Do not create a second invoice with the same number just to work around a restriction.

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