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DocsCreating & Managing Invoices
Create invoices, add line items, track payments, and manage the billing lifecycle
Creating an Invoice
Walk through the process of creating a new invoice.
Open the invoices page
Navigate to Invoices in the sidebar to view the invoices list.
Click Create Invoice
Click the Create Invoice button in the top-right corner. The invoice creation form will open.
Select a company
Choose the Company this invoice is being issued to. This is the only required field. Once a company is selected, the contact dropdown is filtered to show contacts belonging to that company.
Set dates and payment terms
Set the Invoice Date, Due Date, and Payment Terms. Selecting a payment term (e.g., Net 30) will automatically calculate the due date based on the invoice date.
Add line items
Add products from your catalog or create custom line items. Specify the quantity, unit price, and optionally apply discounts and tax rates for each item. Line totals are calculated automatically.
Review and save
Review the totals, add any notes or terms and conditions, then click Save to create the invoice in Draft status.
Invoice Fields
A complete reference of all fields available when creating an invoice.
| Field | Description |
|---|---|
| Company* | The company this invoice is being issued to. Selecting a company filters the Contact dropdown. |
| Contact | The primary contact at the company for this invoice. Filtered by the selected company. |
| Currency | The currency used for all amounts on this invoice (e.g., USD, EUR, GBP, CAD, AUD). |
| Invoice Date | The date the invoice is issued. Defaults to today. |
| Due Date | The date payment is due. Auto-calculated when Payment Terms are selected. |
| Payment Terms | Predefined payment terms that auto-calculate the due date. Options: Due on Receipt, Net 15, Net 30, Net 45, Net 60. |
| PO Number | The customer's purchase order number for reference and tracking. |
| Notes | Additional notes displayed on the invoice, such as payment instructions or thank-you messages. |
| Terms & Conditions | Legal terms and conditions that apply to the invoice. |
Line Items
Add products and services to the invoice.
Invoice line items work the same way as quote line items. Select a product from your catalog to auto-fill the name, description, and unit price, or create a custom line item manually. Each line item includes:
- Product — Optional product selection from the catalog.
- Name — Display name for the line item.
- Description — Description of the product or service.
- Quantity — The number of units being invoiced.
- Unit Price — The price per unit.
- Discount — Optional discount (percentage or fixed amount).
- Tax Rate — The tax rate percentage for this line item.
- Line Total — Automatically calculated total for the line item.
Payment Tracking
Record payments and track outstanding balances.
The CRM tracks payment status for each invoice, automatically updating the status as payments are received. Payment tracking fields include:
- Amount Paid — The total amount received in payments against this invoice.
- Amount Due — Automatically calculated as Total minus Amount Paid. This is the remaining balance.
- Payment Method — How the payment was received (e.g., bank transfer, credit card, check).
- Paid At — The timestamp recording when the payment was received.
Recording a Payment
Step-by-step guide to recording a payment against an invoice.
Open the invoice
Navigate to the invoice and open its detail page by clicking the invoice number.
Click Record Payment
Click the Record Payment button on the invoice detail page.
Enter payment details
Enter the amount received, select the payment method, and confirm the payment date. The amount defaults to the full amount due but can be adjusted for partial payments.
Save the payment
Click Save to record the payment. The invoice status will automatically update based on the payment amount: Partially Paid if a balance remains, or Paid if the full amount has been received.
Managing Invoice Status
Understand how invoice statuses change throughout the billing lifecycle.
Draft to Sent
When you create an invoice, it starts in Draft status. Send it to the customer via email or share the invoice link to update the status to Sent.
Overdue Detection
If an invoice passes its due date without being fully paid, the status automatically changes to Overdue. This applies to invoices in Sent, Viewed, or Partially Paid status. Once a payment is recorded that covers the remaining balance, the status changes to Paid regardless of the due date.
Cancelling an Invoice
To void an invoice, change its status to Cancelled. Cancelled invoices remain in the list for record-keeping but are no longer considered active. This action is typically used when an invoice was created in error or the customer no longer requires the goods or services.
Editing an Invoice
Update invoice details, line items, or terms.
To edit an invoice, open its detail page and click the Edit button. You can update any field including the company, contact, dates, payment terms, line items, notes, and terms and conditions. Click Save to apply your changes.