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# Creating Invoices

# Creating Invoices

Learn how to create, customize, and send professional invoices to your clients.

## What are Invoices?

Invoices are bills you send to clients requesting payment for products or services. SWELLEnterprise helps you create professional invoices, track their status, and accept payments online.

## Creating a New Invoice

### Quick Create

1. Go to **Finance** → **Invoices**
2. Click **"New Invoice"** button (top right)
3. Fill in invoice details
4. Add line items
5. Save and send

### Step-by-Step Process

#### 1. Select Client

**Choose Contact or Company:**
- Start typing name in **"Client"** field
- Select from dropdown
- Or create new contact/company on the fly

**Client Information Used:**
- Name and address (for invoice)
- Email (for sending)
- Billing address (if different)

#### 2. Set Invoice Details

**Required Fields:**
- **Invoice Date**: Date invoice is issued (defaults to today)
- **Due Date**: When payment is due
- **Client**: Who to bill

**Optional Fields:**
- **Invoice Number**: Auto-generated, can customize
- **Purchase Order**: Client's PO number
- **Notes**: Additional information for client
- **Terms**: Payment terms and conditions

#### 3. Add Line Items

Line items are the products or services being billed.

**From Product Catalog:**
1. Click **"Add Product"** or **"Add from Catalog"**
2. Select product from list
3. Quantity auto-fills (change if needed)
4. Price auto-fills (override if needed)
5. Product is added to invoice

**Custom Line Item:**
1. Click **"Add Line Item"** or **"Add Custom Item"**
2. Enter **Description**: What you're billing for
3. Enter **Quantity**: How many units
4. Enter **Price**: Unit price
5. System calculates total automatically

**Line Item Fields:**
- **Description**: Item name/description
- **Quantity**: Number of units
- **Price**: Price per unit
- **Total**: Quantity × Price (auto-calculated)

**Editing Line Items:**
- Click line item to edit
- Change quantity, price, or description
- Click outside to save
- Or click delete icon to remove

#### 4. Configure Totals

**Automatic Calculations:**
- **Subtotal**: Sum of all line items
- **Tax**: Calculated if tax rate set
- **Total**: Subtotal + Tax

**Tax Settings:**
- Set tax rate (e.g., 10% for 10% tax)
- Tax applies to subtotal
- Can be per-invoice or global setting

**Discounts (if available):**
- Add discount amount or percentage
- Applies to subtotal before tax

#### 5. Review Invoice

Before sending, review:
- ✅ Client information correct
- ✅ Line items accurate
- ✅ Totals correct
- ✅ Due date appropriate
- ✅ Notes/terms added if needed

#### 6. Save Invoice

**Options:**
- **Save as Draft**: Save without sending (can edit later)
- **Save & Send**: Save and email to client immediately
- **Save**: Just save (send later)

## Invoice Statuses

Invoices have different statuses:

- **Draft**: Not sent yet, can still edit
- **Sent**: Emailed to client, awaiting payment
- **Paid**: Payment received
- **Overdue**: Past due date, not paid
- **Cancelled**: Invoice cancelled/voided
- **Partially Paid**: Some payment received (if partial payments enabled)

## Sending Invoices

### Email Invoice

1. Open invoice (or create new)
2. Click **"Send"** or **"Email Invoice"** button
3. System generates PDF
4. Email sent to client's email address
5. Invoice status changes to "Sent"

**Email Includes:**
- Professional PDF invoice
- Payment link (if Stripe enabled)
- Your contact information
- Payment instructions

### Manual Send

1. Download PDF invoice
2. Send via your email client
3. Manually update status to "Sent"

### Payment Link

If Stripe is configured:
- Payment link automatically included in email
- Client clicks link to pay online
- Payment processed immediately
- Invoice status updates to "Paid"

## Editing Invoices

### Draft Invoices

Draft invoices can be fully edited:
1. Open invoice
2. Click **"Edit"** button
3. Make changes
4. Save

### Sent Invoices

Sent invoices have limited editing:
- Can add notes
- Can update status
- Cannot change amounts (to maintain audit trail)
- May need to create credit memo for corrections

## Invoice Templates

Save time with templates:

1. Create invoice with common items
2. Click **"Save as Template"**
3. Name the template
4. Use template for future invoices

**Template Uses:**
- Common service packages
- Recurring client invoices
- Standard billing formats

## Duplicating Invoices

Create similar invoices quickly:

1. Open existing invoice
2. Click **"Duplicate"** button
3. New invoice created with same items
4. Edit as needed
5. Save

**Use Cases:**
- Monthly retainer invoices
- Similar projects
- Recurring services

## Viewing Invoices

### Invoice List

View all invoices:
- **Status Filter**: Show by status (draft, sent, paid, etc.)
- **Client Filter**: Filter by client
- **Date Range**: Filter by date
- **Search**: Search by invoice number, client name

### Invoice Details

Click any invoice to view:
- **Overview**: All invoice information
- **Payment History**: Payments received
- **Activities**: Timeline of changes
- **PDF Preview**: View formatted invoice

## Printing/Downloading

### PDF Invoice

1. Open invoice
2. Click **"Download PDF"** or **"Print"**
3. PDF generated with professional formatting
4. Save or print

**PDF Includes:**
- Your company logo (if set)
- Company information
- Client information
- Line items with totals
- Payment instructions
- Payment link (if enabled)

## Best Practices

1. **Use Products**: Create product catalog for faster invoicing
2. **Set Clear Due Dates**: Use realistic payment terms
3. **Add Descriptions**: Clearly describe what you're billing for
4. **Send Promptly**: Send invoices as soon as work is complete
5. **Follow Up**: Track overdue invoices and send reminders
6. **Use Templates**: Save templates for common invoice types
7. **Track Status**: Regularly review invoice status
8. **Accept Online Payments**: Enable Stripe for faster payment

## Common Scenarios

### Service Invoice

**Billing for services:**
1. Select client
2. Add line items:
   - "Consulting Services - 10 hours @ $150/hour"
   - "Project Management - 5 hours @ $100/hour"
3. Set due date (e.g., Net 30)
4. Add notes if needed
5. Send

### Product Invoice

**Billing for products:**
1. Select client
2. Add products from catalog:
   - Select "Product A" - Quantity: 2
   - Select "Product B" - Quantity: 1
3. Prices auto-fill from catalog
4. Set due date
5. Send

### Recurring Invoice

**Monthly retainer:**
1. Create invoice with retainer amount
2. Set up as recurring (monthly)
3. System generates automatically each month
4. Client receives invoice automatically

See [Recurring Invoices](https://help.swellsystem.com/en/article/recurring-invoices-16ghcky/) for details.

## Integration with Other Modules

Invoices link to:

- **CRM**: Track which clients you've invoiced
- **Projects**: Bill for project work
- **Scheduling**: Require payment for bookings
- **Products**: Use product catalog
- **Email**: Send invoices via email

## Troubleshooting

**Can't create invoice?**
- Verify client is selected
- Check at least one line item added
- Ensure required fields filled
- Try refreshing page

**Invoice not sending?**
- Check SMTP settings configured
- Verify client email address
- Check spam folder
- Test email connection

**Payment link not working?**
- Verify Stripe is configured
- Check Stripe API keys
- Ensure payment processing enabled
- Test payment link

**Totals incorrect?**
- Verify line item quantities
- Check tax rate settings
- Review discount calculations
- Recalculate totals

For more help, see [Common Issues](../troubleshooting/common-issues.md).

## Next Steps

- [Managing Products](https://help.swellsystem.com/en/article/managing-products-1gfwqpa/) - Build product catalog
- [Payment Processing](https://help.swellsystem.com/en/article/payment-processing-60tmp6/) - Accept payments
- [Recurring Invoices](https://help.swellsystem.com/en/article/recurring-invoices-16ghcky/) - Set up subscriptions