Add Invoices in Receivables

In Receivables, you can add standard invoices to track outstanding money owed by clients. When you add an invoice, you can easily add line items, apply sales tax, and associate a purchase order with the invoice.

Tip: A standard invoice is a payment request you send for goods or services rendered, while a recurring invoice is a template you use to create regular invoices according to a schedule. Recurring invoices aren't posted. Instead, you post the invoice’s line items. Recurring invoices are also never posted or included in any balance calculation. For more information, see Recurring Invoices in Receivables.

1. From Receivables, Invoices, under Standard, select Add.

2. Enter the details you need, such as the invoice ID, client's name, and the invoice and due dates.

3. To place the invoice on hold so it doesn't generate or print for the client, select On hold.

4. Under Terms, select how long the client can wait to pay the invoice before it's past due.

   Note: In a future release, you'll be able to add, edit, and delete terms in web view.

5. If the invoice is subject to finance charges and late fees, select Subject to finance and late charges.

   Warning: To successfully generate finance and late charges, select Subject to finance and late charges on each applicable record. For example, when you select Subject to finance and late charges on a billing item, but not the invoice that includes the billing item, finance and late charges don't apply.

6. Enter the purchase order details you need, such as the number and who ordered it. For more details, see Purchase Orders.

7. In the Sales tax field, select the applicable tax.

8. Under Line items, add line items to increase the total invoice amount the client owes for billing items. For example, add a flat fee for a shipping charge or a variable fee for two tickets worth $10.

   To enter additional line item information, select Edit details. For more, see Invoice line items in Receivables.

9. In the Service provider field, enter the individual at your organization who assisted the client.

10. Under Print on statement and Print on invoice, enter any additional text you want to appear on the invoice for the client. For example, enter "Thank you for your support!"

11. In the Notes field, you can enter additional info about the invoice that you don't want to appear for the client.

12. To add custom fields for the invoice, select Add custom field. Use these to add additional info and further filter invoices when you search for them. For more details, see Custom Fields.

13. Save the invoice.