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Creating an Invoice

Updated

The most direct way to create an invoice is to click New Invoice on the Overview tab. (Invoices can also be generated automatically from recurring templates—see 6.8—created from a completed job or from extra items, or duplicated from an existing invoice.)

The Add Invoice window opens pre-filled with your default values:

The Add Invoice window with a client, a line item, and the calculated totals.
  1. Invoice ID — the next invoice number is filled in automatically (the form shows the Last used number for reference). You can change it if you need a specific reference number.
  2. Invoice for — choose the client to bill. Start typing to search. (Required.)
  3. (Optional) PO Number — the client’s purchase-order number.
  4. Tax — defaults to your standard rate. Use No tax to remove it, or Apply another tax to add a second tax.
  5. (Optional) Discount — a percentage discount on the subtotal.
  6. (Optional) Deposit — a deposit percentage, shown on the invoice as the Required Deposit.
  7. Issue Date — defaults to today; change it with the calendar if needed.
  8. Due Date — defaults to your Payments Due term (see 6.3); pick a different date, or a different term, for this invoice if needed.
  9. Subject — defaults to your standard subject; edit it for this invoice if you like. (Required, at least 5 characters.)

Then add your line items:

  • Item Type — the category (e.g. Product or Service).
  • Description — choose a catalog item to auto-fill the description and price, or type your own.
  • Quantity and Unit Price — the Amount for the line is calculated automatically (quantity × unit price).
  • Tax 1 (and Tax 2 when a second tax applies) — tick to apply tax to that line; untick for tax-exempt items.
  • Click Add Item to add more lines.

As you work, PSS shows a running Subtotal, Discount, Tax, and Amount Due at the bottom. For example, two units of an $85.00 item at a 7% tax rate produce a subtotal of $170.00, tax of $11.90, and an amount due of $181.90.

Finally:

  • (Optional) add Notes (shown on the invoice) and Tags (optional) (for your own filtering).
  • Choose whether to Sync to QuickBooks (available only if QuickBooks is connected).
  • Click Save Invoice.

A newly saved invoice starts as a Draft (see 6.5). Use Cancel (or Close on the outer window) to discard the form; if you have unsaved changes, PSS asks you to confirm before discarding them.

Note: Every invoice must have a client, an invoice number, and a subject. See 6.14 for why these fields are required.