Use this article to fill in the Create Invoice form: choose the client, add products from your catalogue, pick variant options, add one-off items or brand-new products, and read the totals. It goes through the form field by field, with a focus on the item rows. For sending, saving drafts and editing see Saving a draft, sending an invoice and editing it later; discounts and templates have their own articles.
What is on the Create Invoice form?
To open the Create Invoice form, go to Finance → Invoice and click Create Invoice. The form has these fields:
Date – the invoice date, set to today. Click it to pick another date.
Due Date – when payment is due, set to tomorrow. Click it to pick another date. The This Week, This Month and Next Month filters on the Invoice tab group invoices by this date.
Select Contact – who the invoice is for (see "How do I choose the client for an invoice?").
Product Source – Shop V2 lists the products in your Shop+ catalogue; Shop (Legacy) lists products from the older Shop.
Item – the first item row. Every invoice starts with one empty row.
Finance Category – required. Product Sales is selected by default; the list also has Events, Custom, Refunds, Contract Sales, Courses, Forms, Appointments, Invoices and Quick Sales, plus any categories you have added yourself.
Totals – the invoice totals, updated as you add items.
How do I choose the client for an invoice?
To choose the client, click Select Contact on the Create Invoice form. The dialog lists your contacts with tabs for Client, Employee, Lead, Relationship and Vendor, and a search box at the top. Click a name, then click Select Contact.
The Select Contact button now shows the client's name, and their address and email appear underneath it.
Add New opens the full New Contact form if the person is not in your contacts yet.
How do I add a product from my catalogue to an invoice?
To add a product from your catalogue, click into the Item box on the Create Invoice form and start typing. Matching products appear as you type.
Type part of the product name in the Item box.
Click the product you want in the list of matches.
The item row fills in with the product's price. The row has these fields:
Qty – how many of the item. The line total updates straight away.
Rate – the unit price, filled from the product. You can type a different price for this invoice.
Cost – what the item costs you; it feeds the COST and PROFIT columns on the Invoice tab.
Tax % – the tax rate from your shop's tax settings. Tax is worked out per item.
Description – optional text printed under the item name on the invoice.
Add Item – adds another item row. The ✕ above a row removes that row.
How do I add a product with variants to an invoice?
If the product you add to the item row has variant options such as size or colour, extra drop-downs appear under the item.
The Item box shows the product name you picked.
Size – pick a size option from the drop-down.
Color – pick a colour option from the drop-down. Once every option is chosen the row shows Priced from variant with the variant's SKU, and the price comes from that variant.
How do I add a one-off item that is not in my catalogue?
To add a one-off item you sell once – a delivery charge, a deposit, a service – type a name into the Item box and click Create "…" in the list. The text becomes the item name and you set the price yourself.
The Item box shows the name you typed.
Rate – type the price of the one-off item.
Description – optional detail printed on the invoice.
How do I create a new product from the invoice?
To create a new product from the invoice so the item is available on future invoices as well, choose Add New Product at the top of the item list instead. It opens a short product form.
Product Name – type the name of the new product.
Sell Price – type the selling price. You can also fill in Buy Price (Cost), Item Taxable?, a Description and a Product Image.
Create Product – saves the product to your Shop V2 catalogue and puts it on the current item row.
What do the totals on the Create Invoice form mean?
The totals box on the Create Invoice form shows:
Discount – a percentage (%) or a fixed amount ($) off the whole invoice.
SUBTOTAL, DISCOUNT, TAX and TOTAL are shown twice – a CARD column and an ACH column – because card and ACH payments are priced differently on your account.
PAY NOW – fills in automatically with the amount the invoice asks for.
What are the Note fields on the Create Invoice form for?
The Create Invoice form has two note fields:
Note – printed on the invoice for the customer to read.
Internal Payment Note – for your team only; it is not shown on the invoice.
Tip: The Salesperson field on the Create Invoice form is filled with your own name. Change it if someone else made the sale.