Editing Invoices

Layout

The edit screen defaults to a single column, this can be changed to multi-column under "Screen Options" at the top right.

Screen Layout

Quick Links

"Quick links" are  provided to perform specific actions faster. Quick links include:

  • Mark Invoice as Temp
  • Mark Invoice as Pending
  • Mark Invoice as Paid
  • Mark Invoice as Written Off
  • Send Notification (link to option on edit page)
  • Duplicate current invoice (redirects to newly created invoice)
  • Delete invoice

These are found at the top of the edit screen next to the Invoice subject field and descriptions are shown on hover.

Quick Links

Line Items

Each line item has a description, rate (The rate field accepts negative values and could be used for non percentage based pricing adjustments.[/ref], quantity and discount field). The discount field accepts negative values and could be used as a method to add tax.[/ref].

line-tems

Sub line-items can be created by dragging the shuffle icon. The parent item will not have options for rate, qty and percentage since those will be calculated totals from all sub-items. This feature allows you to better distinguish line-item costs via sub-items without being too complex or a burden for a client to understand.

Add new line items with the Add button. The add button will have a drop-down option if you have any pre-defined line items.

The Deposit field sets the payment due. It's a method to set a deposit for an invoice, or simply adjusting the total amount that the client needs to pay. Once a deposit payment is paid, or payment equalling this option, the value is removed  and the payment total due is the remaining balance. Check the marketplace for add-ons that improve this functionality by adding payment terms.

Detail Information

The information box allows you to edit:

  • The invoice status
  • The date the invoice was issued
  • The invoice due date
  • Select (or add) a client
  • Select an associated Estimate
  • The invoice ID
  • A PO Number
  • A total discount (for all line items)
  • Tax rate (for all line items)

invoice-info

Creating a client

If a client doesn't exist already create one by clicking Edit next to "Invoice for None", the plus sign when clicked will bring up a client creation modal.

create client

After the required fields are complete and saving the client is automatically created and associated with the invoice. There's no need to go to another admin page and create the client before adding/editing an invoice.

Terms and Notes

If these fields are left blank than the default terms and notes will be used.

Invoice History

The invoice history shows all the events in the history of the current invoice, including: status updates, notifications, client views, and more. A textarea at the bottom of the history is for private notes. Add project or status or any information that you don't want the client to see.

Sending out the Invoice

Sending an invoice from the edit screen can be done in two different ways: Quick Send or by selecting a Recipient and updating the invoice. The quick send will push the notification out behind the scenes but requires that any edits to the invoice be saved first (unless the information isn't critical to the invoice notification being sent).

send-notification

The  Note field is used for the [sender_note] shortcode, if you don't need to add a note leave this blank and the shortcode will return nothing. There are many ways to use the [sender_note] shortcode, a popular method is to let your client know about any changes, another is to add a personal note to the client to increase engagement.

Sending a copy to yourself without any other recipient selected is a great way to test out what your client will see before sending out the invoice.

Troubleshooting

Having issues? Have a look at our troubleshooting section and/or let us know via support (support@sproutapps.co).