Create an invoice manually

Goal

Create a draft invoice that is not tied to a booking, for example a one-off charge or work you bill outside the booking flow. The draft is saved but nothing is numbered or sent yet.

Prerequisites

• Your role can create invoices. Owners, admins, managers and ops managers can by default.
• Your company address is saved under Settings > Company > Profile & brand, and your tax details under Settings > Finance > Tax profile. You can create the draft without them, but you cannot issue it until they are there.
• The work belongs to a booking? Use the booking's own invoice instead, so the lines and totals follow the booking.

Steps

1. In the sidebar open Accounting, then select Invoices.
2. Select New at the top right. The Create new invoice window opens.
3. Under Client information, pick an existing client with Find an existing client, or type the Client name and Client email. Add a Client phone and Client address if you want them on the invoice.
4. Check the Currency. It starts as your company currency.
5. Under Invoice settings, pick the Due date and the Payment terms. The calendar does not offer days before today.
6. Type the Default tax rate (%). The box starts at 0 whatever your Finance settings say, so enter the rate yourself. If your company uses US sales tax there is no rate box. Pick the Sales tax jurisdiction instead.
7. Under Line items, fill in the Description, Quantity and Unit price of the first item. Select Add item for each further line. A line can have its own Tax rate (%) that replaces the default.
8. If a Line type list is shown, choose one for each line. US sales tax needs a type on every line. Use Discount for a line that lowers the total; its unit price is negative.
9. Add Notes if the client should see them, then check Subtotal (net), Tax and Total (gross) at the bottom.
10. Select Create invoice.

Expected result

A draft invoice is saved and the list shows Draft where the number would be. The real invoice number is assigned when you issue the invoice, so a draft you delete never uses one. Nothing is emailed. Open the draft from the Draft filter to edit its lines, then issue and send it.

Troubleshooting

• If Create invoice shows a red message under a field, fix that field. The form needs a client name, a valid email address, a due date, and at least one line with a description and a quantity of at least 0.01.
• If saving fails with a validation message about the unit price, give every line a unit price of at least 0.01. Only a Discount line may be negative.
• If a Check the due date window appears, the due date is far from today. Select Go back and fix to correct a mistyped year, or Save as entered if the long terms are intended.
• If the total looks wrong, check the tax rate. The default rate and the per-line rate are separate, and a line rate replaces the default for that line.
• If you cannot find New, your role cannot create invoices.
• If the client is not in your client list, type the name and email by hand. The invoice still works, but it is not linked to a client record.