Invoice field reference
This article describes the fields available when creating or editing a one-time invoice.
Invoice type
The Create invoice window is shared between one-time and recurring invoices. Select One-time to create a single invoice.
General
| Field | Description |
|---|---|
| 1. Account name, ID or email | Account the invoice is sent to. |
| 2. Invoice number | Pre-filled with the next available invoice number. Editable. With QuickBooks integration enabled, the number is generated based on the last invoice number in QuickBooks. |
| 3. Date posted | Defaults to the current date. Past dates are allowed. The default invoice date format follows the e-signature default in Firm Settings > Signatures. |
| 4. Team member | Team member responsible for receiving the payment. Defaults to the person creating the invoice. |
| 5. Invoice template | Select an invoice template you’ve created. Templates are useful for invoices you frequently send to clients. |
| 6. Description | Outline of what’s included in the invoice. Can be turned off in Settings > Invoice. Supports account shortcodes based on custom fields and date shortcodes. |
| 7. Payment methods | How clients pay invoices: credit card, bank debit, or both. |
QuickBooks settings
Note
The QuickBooks settings section is displayed only if location and class tracking are enabled in QuickBooks. To enable, go to Account and Settings > Advanced > Categories in QuickBooks and turn on tracking locations and/or classes.| Field | Description |
|---|---|
| Location | Location sent to QuickBooks. Not visible to clients. |
| Class | Class sent to QuickBooks. Not visible to clients. |
Additional
| Toggle | Description |
|---|---|
| 1. Pay invoice using client credit | Marks the invoice as paid using the client’s credit balance . Available only when the client has enough credit. |
| 2. Email invoice to client | Custom message that replaces the default email system notification text sent with the invoice. The message isn’t accessible after sending—to reuse, add it to the invoice template . Supports account shortcodes based on custom fields and date shortcodes. |
| 3. Reminders | Sends email follow-ups to the client if they haven’t paid the invoice within a specified number of days. Configure Days until next reminder—how many days after sending before the first reminder goes out (default: 3) and Number of reminders—how many reminder emails to send in total (default: 1). See automatic reminders for details. |
| 4. Schedule invoice | Schedules when the invoice will be sent. |
Line items
Both Line items and the summary show the invoice amount. To skip itemization, go straight to the summary and enter the amount. Otherwise, create a client-facing itemized list in Line items—the data is added to the summary automatically.
| Action | Description |
|---|---|
| 1. Add line item | Adds a service line to the invoice. Each line includes a service, rate, quantity, optional description, and optional tax . Select Team member to attribute the work to an employee—if a custom billing rate is set for the service and team member, the rate updates automatically. |
| 2. Discount | Discount line item with a configurable rate. |
| 3. Manage line items | Per-line item actions: delete via the trash icon, or use the three-dot menu to edit, duplicate, delete, or create a new service from the line. |
| 4. Settings | Controls which columns are displayed in the invoice (see line item columns below). |
Line item columns
| Column | Description |
|---|---|
| Team member | Employee who performed the service. If a custom billing rate is set for this service and team member, the rate updates automatically. |
| Description | Optional service description. Press Enter to split long descriptions into paragraphs. Auto-hidden from the invoice when empty and not turned off in Settings. |
| Service date | Date the service was performed. Auto-hidden from the invoice when empty and not turned off in Settings. |
| Rate & Qty | Tariff or rate, and the quantity of the service. Displayed even when the value is 0 — hide via Settings if you don’t want them shown. |
| Tax | Apply tax rates to the line item. Displayed even when the value is 0 — hide via Settings if you don’t want it shown. |
| Amount | Rate × Qty. Auto-calculated. |
Summary
| Field | Description |
|---|---|
| Subtotal | Sum of service amounts before tax. Editable when there are no line items; calculated automatically with line items and can’t be changed. |
| Tax/VAT/GST rate | Editable without line items. With line items, enable the Tax column for line items to edit the rate (see sales tax ). |
| Tax/VAT/GST amount | Calculated automatically as Subtotal × Tax rate. Both the tax percentage and the tax amount are displayed. |
| Total | Calculated automatically as Subtotal + Tax amount. |
Note to client
| Field | Description |
|---|---|
| Note to client | Client-facing message displayed in the client portal and the PDF invoice. Can be payment details or a general message. Supports shortcodes for personalization. |
Link to jobs
The Link to jobs option connects the invoice to one or more existing jobs. Once linked, the Linked jobs section displays the jobs and their pipelines.
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