Create Invoice Page

Generate new invoices for completed orders or create custom invoices for additional services. ## Page Overview The Create Invoice page allows you to create professional invoices with detailed line items, automatic calculations, and multiple delivery options. ## Main Sections ### 1. Invoice Header - **Invoice Number**: Auto-generated or custom - **Invoice Date**: Creation date - **Due Date**: Payment deadline - **PO Number**: Client purchase order (optional) ### 2. Client Selection - **Company Search**: Find existing client companies - **Create New**: Add new company if needed - **Billing Address**: Auto-populated from company data - **Contact Person**: Primary billing contact ### 3. Order Association (Optional) - **Link to Order**: Connect invoice to specific order - **Order Details**: Auto-populated service information - **Service Dates**: From order completion - **Reference Notes**: Order-specific details ### 4. Line Items - **Service Description**: Detailed service description - **Quantity**: Number of units/hours - **Unit Price**: Price per unit - **Line Total**: Automatically calculated - **Tax Rate**: Tax percentage per item ### 5. Summary Section - **Subtotal**: Sum of all line items - **Tax Amount**: Total tax calculated - **Discount**: Apply discount percentage - **Total Amount**: Final invoice total ### 6. Payment Terms - **Terms**: Net 15, Net 30, etc. - **Late Fees**: Percentage for late payments - **Payment Methods**: Accepted payment types - **Deposit Required**: Partial payment upfront ### 7. Notes & Messages - **Internal Notes**: Visible only to staff - **Client Message**: Displayed on invoice - **Terms & Conditions**: Legal payment terms - **Thank You Note**: Post-payment message ## Quick Actions ### Save Options - **Save as Draft**: Complete later - **Save & Send**: Create and email immediately - **Save & Preview**: Review before sending - **Save & Print**: Generate PDF for printing ### Template Features - **Standard Template**: Basic invoice format - **Detailed Template**: Include service breakdown - **Custom Template**: Company-specific format - **Save as Template**: Reuse for future invoices ## Field-Specific Help ### Invoice Number - **Auto-Generate**: Sequential numbering - **Custom**: Override with specific number - **Prefix/Suffix**: Add company prefix - **Year Reset**: Restart numbering annually ### Due Date - **Default**: Terms-based (Net 30 = +30 days) - **Custom**: Specific date selection - **Immediate**: Due on receipt - **Multiple Dates**: Split payment schedule ### Tax Configuration - **Tax Rates**: Configure per jurisdiction - **Tax Exempt**: Client exemption status - **Compound Tax**: Tax on tax calculation - **Tax ID Numbers**: Client tax IDs ### Discount Options - **Percentage**: % off total - **Fixed Amount**: $ off total - **Line Item**: Discount specific items - **Early Payment**: Discount for early payment ## Templates and Reuse ### Invoice Templates - **Service Templates**: Pre-configured services - **Client Templates**: Client-specific formats - **Project Templates**: Multi-service packages - **Recurring Templates**: Regular billing ### Quick Fill Features - **Recent Services**: Previously billed services - **Standard Rates**: Default pricing - **Common Items**: Frequently used line items - **Bulk Add**: Multiple items at once ## Validation Rules ### Required Fields - Client company must be selected - At least one line item required - Positive amounts only - Valid email addresses for sending ### Error Prevention - **Duplicate Check**: Warn for similar invoices - **Client Credit**: Check credit limits - **Amount Limits**: Flag unusual amounts - **Date Validation**: Due date after invoice date ## Integration Features ### Orders Module - **Generate from Order**: One-click invoice creation - **Pull Order Data**: Auto-fill service details - **Multiple Orders**: Combine orders on one invoice - **Status Sync**: Update order when invoiced ### Companies Module - **Client Defaults**: Use company settings - **Billing History**: Show previous invoices - **Payment Terms**: Company default terms - **Contact List**: Select billing contact ### Tax Module - **Automatic Tax**: Calculate based on location - **Exemption Handling**: Apply tax exemptions - **Rate Updates**: Current tax rates - **Reporting**: Tax liability reports ## Best Practices ### Before Creating 1. **Verify Order Details**: Ensure order is complete 2. **Check Client Terms**: Use client's preferred terms 3. **Confirm Rates**: Apply correct pricing 4. **Review Taxes**: Ensure proper tax calculation ### During Creation 1. **Be Specific**: Clear service descriptions 2. **Include All Items**: Don't miss charges 3. **Double-Check Math**: Verify calculations 4. **Add References**: Order numbers, dates ### After Creation 1. **Review Invoice**: Check for errors 2. **Send Promptly**: Don't delay billing 3. **Track Delivery**: Confirm client received 4. **Set Reminders**: Follow-up schedule ## Email Integration ### Email Options - **Immediate Send**: Email upon creation - **Scheduled Send**: Send at specific time - **Multiple Recipients**: CC/BCC additional contacts - **Attachment Format**: PDF or link to portal ### Email Templates - **Professional Template**: Corporate branding - **Simple Template**: Basic format - **Custom Template**: Company-specific - **Multi-Language**: Client's preferred language ### Tracking Features - **Open Tracking**: Know when email is opened - **Click Tracking**: Link interactions - **Delivery Status**: Successful delivery confirmation - **Bounce Handling**: Failed email alerts ## Mobile Features ### Mobile Invoice Creation - **Responsive Design**: Works on all devices - **Touch Interface**: Optimized for tablets/phones - **Offline Mode**: Create without internet - **Quick Entry**: Streamlined form fields ### Field Input - **Number Keypad**: Easy number entry - **Autocomplete**: Quick data entry - **Voice Input**: Speech-to-text for descriptions - **Camera**: Scan documents or receipts ## Troubleshooting ### Common Issues - **Tax Calculation Error**: Check tax settings - **Client Not Found**: Search by name or ID - **Duplicate Invoice**: Check existing invoices - **Email Not Sending**: Verify email address ### Error Messages - "Client not found" → Try different search term - "Invalid amount" → Enter positive numbers only - "Tax calculation error" → Check tax rates - "Email failed to send" → Verify recipient email ## Keyboard Shortcuts ### Navigation - **Tab**: Move to next field - **Shift+Tab**: Previous field - **Ctrl+S**: Save invoice - **Ctrl+P**: Print invoice - **Ctrl+N**: New line item - **Enter**: Submit form - **Esc**: Cancel changes