Write and send an invoice

Write it

1. Open Invoices and choose New invoice.
2. Pick the customer.
3. Add what you're charging for: - Add from Catalog fills in the price when the Catalog item has one. For anything priced per job, the description comes across and you type the amount. Only published items can be added. - Blank line is for anything that isn't in your Catalog.
4. Set the quantities, any discount, the tax and the due date.

<!-- image-needed: invoice-editor-prefilled-line.png - The invoice editor with a line added from a Catalog item, showing the note about where the price came from -->

Every figure is yours to change before it goes out. Beside a price that was filled in for you, Qcom says where it came from — *from the Catalog item*, *from product price*, *from option price*, *from order*, *from appointment*, *from the renewal*, *from the application*, *from your billing rules*, *from the renewal period*, or *from your invoice defaults*.

Type your own figure and that note becomes "You edited this price." Your number then stays put — nothing later refills it, however the underlying price changes.

Payment terms and notes accepts four placeholders, filled in when the invoice goes out: {INVOICE_NUMBER}, {DUE_DATE}, {TOTAL} and {CURRENCY}.

While it's a draft it has no number, the customer can't see it, and you can delete it outright.

Send it

Issuing gives the invoice its number and its due date, and lets the customer see it. From that point the wording and the amounts are fixed: if something is wrong, void it and write a new one rather than editing it.

If the total is over your approval limit — or you priced a line by hand and your workspace asks for approval on those — issuing puts the invoice in front of a colleague instead of sending it.

Start from something you already have

An order, an appointment, a conversation in your inbox or a lead can each start an invoice with its details carried across, so you're not retyping what you already know.

When it doesn't go out

It's waiting on a colleague. Nothing is broken — the invoice needs approval first, and it goes out the moment someone approves it.

You don't have permission to issue invoices. Ask a workspace owner or admin. Retrying won't help.

There's nowhere to send it. If the customer has no conversation, phone number or email address, the invoice is still perfectly valid — you get the link and can pass it on yourself. This is recorded as sent by link, not as a failure.

Related

• About invoices
• Approve an invoice before it goes out
• How your customer pays an invoice
• What each invoice status means
• Chase an unpaid invoice