Invoice Editor

The Invoice Editor is where you build detailed tax invoices, configure line items, set payment terms, and prepare invoices for clients. This page explains every control and feature.

Top toolbar

The toolbar provides navigation and primary actions:

• Back to Invoices: Return to the invoice list
• Save Invoice: Save draft (enabled when required fields completed)
• Edit / Preview: Toggle between editing and preview modes
• Send Invoice / Resend Invoice: Email invoice to client (available after saving)
• Actions: Additional options including void, delete, record payment

Client and recipient details (left panel)

For

Select the client this invoice is for:

1. Click the For field
2. Type to search existing clients by name or email
3. Select from dropdown results
4. Contact details auto-populate from client record

Adding a new client: If the client doesn’t exist, type their email to create a new client record. See Clients for managing client details.

Team Notes

Internal notes visible only to your team:

• Purpose: Track internal context, payment discussions, follow-up reminders
• @ mentions: Tag team members with @name to notify them
• History: View conversation thread of all notes
• Add note: Type and click Send note

Use team notes to coordinate without client visibility.

Invoice details (right panel)

Issue Date

The date the invoice is issued (tax point date):

• Defaults to current date for new invoices
• Click to change using date picker
• Affects GST reporting period
• Usually the date you send the invoice

AU note: The issue date determines which BAS period the GST is reported in.

Due Date

When payment is expected:

• Calculated automatically based on Payment Terms
• Shows “Set by payment terms” when using configured terms
• Can be overridden by clicking and selecting a date
• Displayed prominently on client invoice

Reference

Optional field for client reference numbers:

• Common uses: Purchase Order (PO) numbers, job references, contract numbers
• Appears on client-facing invoice
• Helps clients match invoices to their internal systems
• Leave blank if not applicable

Branding

Select branded template for the invoice appearance:

1. Click Select Branding
2. Choose from available templates
3. Template controls colors, logo placement, footer text
4. Preview shows branding changes immediately

Setup: Configure branding templates in Settings > Brand Templates.

Payment summary (right panel)

Terms

Select payment terms for this invoice:

1. Click Select terms
2. Choose from your configured payment terms
3. Due date updates automatically based on term
4. Term description appears on invoice

See Payment Terms for configuring reusable terms.

Amount calculations

Real-time totals as you build the invoice:

• Subtotal: Sum of all line items (pre-tax)
• GST: Calculated tax based on line item tax codes
• Total AUD inc GST: Final amount client pays

AU GST: Automatically calculated at 10% for GST-coded items.

Amount Due

Outstanding balance after payments:

• Shows total for unpaid invoices
• Updates when payments recorded
• Shows $0.00 for paid invoices

Add Payment

Record client payments:

1. Click + Add Payment
2. Enter payment amount
3. Select payment method (Bank Transfer, Credit Card, Cash, etc.)
4. Add optional reference/note
5. Save

Partial payments update status to “Partially Paid”. Full payments set status to “Paid”.

Building the invoice

Title

The main invoice title or description:

• Appears at top of client invoice
• Examples: “Professional Services - January 2026”, “Invoice for Website Project”
• Optional but recommended for clarity

Line items table

Build your invoice by adding line items. Each row represents a product, service, or charge.

Table columns

Adding line items

Click Add Item button to insert a new line. For each item, configure:

Item Code

Internal reference code for the item:

• Optional field
• Helps with inventory or catalog lookups
• Shows in Invoice Viewer if “Show Item Codes” enabled in settings

Product/Service

Main description of what you’re billing for:

• Required: Must have content to save
• Best practice: Be specific (“Consulting - Project Alpha, Week 1” vs just “Consulting”)
• Supports multi-line descriptions

Description

Additional details (optional):

• Expandable text area for elaboration
• Examples: Detailed scope, hours worked, specifications
• Appears below main item name on invoice

+ Add files

Attach supporting documents:

• Click to upload PDFs, images, or other files
• Maximum file size applies
• Clients can download attachments from Invoice Viewer
• Useful for timesheets, delivery receipts, photos

Account and Tax

Account (Chart of Accounts)

Maps the sale to your accounting system:

1. Click Account dropdown
2. Select appropriate income account
3. Common accounts:
   • 200 - Sales (general revenue)
   • 210 - Service Revenue
   • 220 - Product Sales

Accounting impact: Determines where revenue appears in reports and BAS.

Tax (GST Code)

Sets the GST treatment for this line:

Default: Usually GST 10% for Australian businesses.

Important: Correct tax coding is essential for accurate BAS reporting.

Unit Price and Quantity

Price modes

Toggle between tax-exclusive and tax-inclusive pricing:

• ex: Price before GST (GST added to total)
• inc: Price including GST (GST component calculated from total)

Mode choice depends on your pricing strategy and settings.

Entering prices

• Unit Price: Cost per single unit
• Qty: Number of units
• Total: Automatically calculated (Unit Price × Qty)

Examples:

• Consulting: $150/hr × 10 hours =$1,500
• Product: $50/unit × 5 units =$250

Line item actions

Each row has action buttons:

• Add section below: Insert new item after current row
• Move up/down: Reorder items in the list
• More options: Access item settings and advanced options
• Delete: Remove the line item

Invoice totals

Bottom of the table shows summary calculations:

• Subtotal: Sum of all line items (pre-GST)
• GST: Total tax amount for all taxable items
• Total: Final amount including GST

AU compliance: GST is shown separately as required by ATO.

Saving and sending

Save Invoice

Creates the invoice and assigns a number:

1. Complete required fields (client, at least one line item)
2. Click Save Invoice
3. Invoice receives permanent number (e.g., INV-1001)
4. Status set to “Draft”
5. Now appears in Invoices list

Edit mode vs Preview mode

Edit mode (default):

• All fields editable
• Add/remove line items
• Change client, dates, terms
• Save changes

Preview mode:

• Shows client-facing view
• Verify appearance and formatting
• Check GST calculations
• See exactly what client receives

Toggle with Edit / Preview button.

Send Invoice

Email the invoice to client:

1. Ensure invoice is saved
2. Click Send Invoice
3. Configure send dialog:
   • To: Primary recipient (defaults to client contact)
   • CC: Additional recipients
   • Subject: Email subject line
   • Message: Email body text
4. Click Send
5. Status changes to “Awaiting Payment”

Email template: Content based on configured Email Templates.

Advanced features

Converting from quotes

When a quote is accepted, convert to invoice:

1. Open accepted quote
2. Click Create Invoice (or automated via settings)
3. All quote details carry over
4. Review and adjust if needed
5. Send to client

See Quote Settings for automation options.

Partial payments

Handle installment or deposit payments:

1. Record first payment via + Add Payment
2. Status changes to “Partially Paid”
3. Amount Due shows remaining balance
4. Record subsequent payments until balance is $0
5. Final payment sets status to “Paid”

Voiding invoices

Cancel an invoice while keeping records:

1. Open the invoice
2. Click Actions menu
3. Select Void
4. Confirm void reason
5. Invoice marked “Voided”, no longer payable

vs Delete: Drafts can be deleted. Sent invoices must be voided for audit trail.

AU-specific notes

GST compliance

• 10% GST: Automatically calculated for GST-coded items
• Tax invoice requirements: ABN, issue date, GST amount all displayed
• BAS reporting: Invoice data flows to GST reports by period
• Tax codes: Correct coding essential for accurate compliance

Payment methods

• BSB/Account: Include on invoice for bank transfers
• Payment processors: Stripe integration available (optional)
• Reference: Encourage clients to include invoice number in payment reference

Record keeping

• Retention: Keep all invoices (including voided) for 5+ years
• Audit trail: Changes tracked, voids preserved
• Backups: Cloud storage ensures compliance

Best practices

Clear descriptions

• Specify what was delivered, when, and for which project
• Include quantities and rates for transparency
• Reference any related quotes or purchase orders

Accurate GST coding

• Use GST 10% for standard taxable sales
• Use GST FREE only for genuine GST-free supplies
• Review tax codes if unsure - incorrect coding affects BAS

Timely sending

• Invoice promptly after work completion
• Don’t wait until month-end batching
• Faster invoices = faster payments

Payment tracking

• Record payments within 24 hours of receipt
• Reconcile weekly against bank statements
• Follow up overdue invoices promptly

Professional presentation

• Use consistent branding across all invoices
• Proofread before sending
• Ensure payment terms are clear

Troubleshooting

Can’t save invoice

• Check required fields: Client and at least one line item
• Verify all line items have descriptions
• Ensure account and tax codes are selected

GST calculation seems wrong

• Check tax codes on each line item
• Verify price mode (ex vs inc) is consistent
• Confirm client has valid ABN for tax invoice status

Client can’t view invoice

• Check invoice status is “Awaiting Payment” (not Draft)
• Verify client email address is correct
• Confirm invoice hasn’t been voided
• Try resending with updated email