Invoices and operations
Configure invoice defaults and create an accurate draft
Set invoice numbering and company defaults first, then create a draft with the correct project, due date, payment terms, lines, taxes, and estimate links. Review the draft before sending or recording payment.
Before you begin
- Current invoice routes require company-administrator access.
- Configure the invoice prefix, next number, payment information, contact, and terms before creating drafts.
- Confirm the customer, project, tax rules, due date, and any estimate or schedule source.
Sales → Invoices → New Invoice
Create an invoice draft
-
Configure invoice defaults
Open Company Settings and Customize Invoices. Review Starting Invoice Number, payment information, contact, and default terms, then save.
-
Create the invoice
Open Sales, select Invoices, then select New Invoice. Choose the customer and project.
-
Set document details
Review the invoice number, invoice date, due date, and Payment Terms. Resolve any number conflict before continuing.
-
Add billable lines
Add manual or catalog lines, or use Add from Estimate for eligible estimate scope. Select Default Estimate only when it is the intended source.
Verify description, quantity, rate, tax, and any allocation or schedule linkage.
-
Review and save
Check the customer, totals, balance, due date, terms, and source links. Select Save and resolve any validation message before sending.
Expected result: The invoice remains a draft and can be reviewed before customer delivery.
Choose the right invoice line source
Manual line
One-off billable work entered directly.
Enter and verify. Use a clear description, quantity, rate, and tax treatment.
Catalog line
A reusable product or service.
Select from catalog. Review the copied values for this invoice.
Estimate line
Eligible scope imported with Add from Estimate.
Import intentionally. Confirm the estimate and avoid duplicate billing.
Schedule milestone
A linked estimate payment-schedule entry.
Preserve the link. The milestone and invoice states reconcile together.
Troubleshooting
The invoice number conflicts.
Choose an unused number or correct the next-number setting. Do not reuse a previously issued invoice number.
Add from Estimate is unavailable.
Select the project first and confirm an eligible estimate or schedule source exists and has not already been fully invoiced.
The total is wrong.
Review each quantity, rate, tax, imported snapshot, and allocation. Correct the draft before sending or posting payments.
The invoice is more sensitive to edit.
Check whether it has been sent, paid, linked to a schedule, or synchronized. Review history before changing a financial record with downstream activity.
What happens next
- A saved draft can be previewed and sent through the supported invoice workflow.
- Payments and due dates later determine balance-related status.
- QuickBooks synchronization remains a separate status from the customer invoice lifecycle.