Quick start guide to creating a sales invoice
Quick guide to the basics of creating a sales invoice.
For more information about the adding details to an invoices, such as discounts, Ledger accounts and VAT, see Create sales invoice - detailed version
Before sending your first invoice or credit note
You need to enter your business details and VAT settings before your create your first invoice or credit note. You'll have entered your business address when you completed the Quick Start Wizard, but it's good to take a moment to check your other business and financial settings now.
It is helpful if you set up records for your customers, and create your products and services if you use them. This saves you time when creating your invoices and credit notes, as the customers, products and services you use often are available to select from a list.
If you want to customise the appearance of your invoices, credit notes, or other documents, now is a great time to do it. For example, add a business logo, or change the template and colour of the documents you send.
Create a sales invoice
Go to Sales, Sales Invoices, and select New Invoice.
Select a customer from the list, or type the customer's name.
If this customer is not one of your saved contacts, create a record for them by selecting Add a customer. You only need their name and address for now, and you can fill the rest in later.
On the first invoice line,
select a product or service from the list, or start typing its name to find it.
If you're not using products and service records, just enter a Description.
If this product or service is not one of your saved items and you want to create a record for it, create it now by selecting Create item.
Repeat on a new line for as many items as you need to add to your invoice.
Optionally, add Notes and Terms and Conditions to your invoice. These are printed on the invoice you send to your customer.
Tip: Use the Notes to add your business's bank details. That way, your customer has them to hand when they are ready to pay you.
If you want to attach a file such as a sales brochure, image or supporting documentation, select Attachment and then Upload files and then browse to the file.
Preview the invoice
Want to check what the invoice looks like before sending it. Just select the Preview option on the bottom left of the invoice. This opens a preview of the PDF that's sent to your customer.
Use the cross in the top right of the preview to return to the invoice.
Save the invoice
Save as Draft - this just saves the invoice but doesn't update your customer accounts or ledger accounts. Great if you're not finished yet and want to amend it later. You must save fully before you can send it to a customer.
Save and Email - saves the invoice and sends it to your customer.
Save and Print - saves the invoice and creates PDF version.