Create and send the invoice

Overview

An invoice bills the client for completed work. Create one from an accepted quote (quote lines, client, pricing carry across), from a completed job (job materials, labour, totals flow in), or manually. Review the draft and send.

Who This Workflow Is For

The Sole Trader role.

Before You Start

Your business profile, payment methods, payment terms, and logo should already be set on Business Settings → Sales. For invoice-from-quote, the quote must be in Client Accepted status. For invoice-from-job, the job must be Completed.

Step-by-Step Process

Create invoice from an accepted quote

1. Open Quotes and Invoices from the sidebar.
2. Find the quote marked Client Accepted.
3. Open it and select Create Invoice.
4. Choose Create Draft & Go to Invoices or Create Draft.
5. Open the draft from the Invoices page.
6. Review and send (steps below).

Create invoice from a completed job

1. Open the Jobs page and find the job marked Completed. (Job status is Completed; the linked quote shows Ready to be invoiced on the Invoices page.)
2. Open the job and select Create Invoice.
3. Review the invoice — line items, materials, labour, totals flow from the job.
4. Save the draft and send.

Create a manual invoice

1. Open Quotes and Invoices and select Invoice (or use the Create Invoice quick action).
2. Review or enter the Issue Date and Due Date.
3. Enter the PO reference if the client requires one.
4. Review Payment terms — defaults from Business Settings; update if needed.
5. Enter Account code and Tax output if required.
6. Link to a job if relevant — select Link to Job.
7. Enter or select client details.
8. Add line items, materials, and labour hours.
9. Review totals and Save Invoice.

Send the invoice

1. Open the draft.
2. Review client details, line items, materials, labour, subtotal, GST, total, due date, payment details. Edit as needed.
3. Select Email (or Email Invoice).
4. Review or edit the recipient, subject, and body.
5. Select Send Email. The status moves to Sent.
   • Client Portal enabled — client receives an email with a portal link.
   • Client Portal disabled — client receives the PDF attachment.

What Happens Next

The sent invoice is tracked in Invoices and surfaces in Needs Your Attention until payment is recorded. From here:

• Mark an invoice as paid.
• Push an invoice to Xero if Xero is connected.

Reminders go out automatically per the cadence on Sales tab.

Common Issues

• Wrong details on a sent invoice. Open, edit, resend. Cancel/void/delete rules overall are being confirmed.
• Client did not receive the email. Confirm the email is correct and ask the client to check spam.
• Payment details missing on the PDF. Configure payment methods on the Sales tab — see Set payment methods and terms.
• Stripe + payment links. When Stripe is connected and online payments are enabled, sent invoices carry a Pay Now link — see Connecting Stripe for Online Payments.

Related Guides

• Mark an invoice as paid
• Push an invoice to Xero
• Set payment methods and terms